S06-P01 658-24-108 Overhead Paging Sys SOW-Technical Eval Criteria DRAFT COPY.pdf

0121DESIGN BUILD SCOPE OF WORK & TECHNICAL EVALUATION CRITERIA

DESIGN-BUILD STATEMENT OF WORK & TECHNICAL EVALUATION CRITERIA

Project Title: Replace Overhead Paging System Project Number: 658-24-108 Salem VA Medical Center, Salem Virginia

PART I – General

A1. General/SOW

The Salem VAMC is seeking design-build proposals for a distributed architecture IP network-based overhead paging system to replace its current system.

The Salem VAMC desires to implement this new overhead paging system in the following buildings: 1, 2, 2a, 2b, 4, 5, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 74, 75, 76, 77, 78, 143, 168, 170, & 175.

• Current overhead paging system is an Atlas IED8000, located in Bldg. 2 “Old Phone Room”. The system utilizes a number of multi-pair copper cables that run throughout the campus (both in-ceiling and underground) to satellite amplifiers in each building. These amplifiers are typically located in one or more IT closets.

• Speakers are primarily located indoors, in corridors/common areas. There are approximately 100 zones on the paging system today. Most buildings are zoned by floor. (I.E. Bldg 74 Basement, Bldg 74-1, Bldg 74-2)

• The VA desires to replace the system with a modern overhead paging system, the design and architecture of which is left to the design build/team.

• Access to the paging system to make a page is currently via telephone (analog extensions).

This is certainly a minimum functional requirement, but the VA defers to the design team as to additional activation methods such as text to speech, or playback of audio messages from a system library.

• At a minimum, each building and floor shall be individually zoned. Subzones are at the design team’s discretion -- functional areas, such as units, clinics and waiting areas etc., should be considered.

• It is expected that the VA network may be utilized to support the new system. As such, components should be OIT/TRM approved.

• The existing system should remain in place until the new system is commissioned and accepted.

The existing system can then be removed, and any finishes restored.

• Commissioning shall demonstrate adequate volume and speech intelligibility throughout the project areas.

Most existing speakers are 8” round, in drop or hard ceiling, current system is open cable.

• There are very few if any exterior speakers today. The VA will look to the designer on recommended placement as per best practices. It is not expected to cover the entirety of the campus – key points should be considered. Exterior speakers should be separately zoned.

• Monitoring of system integrity (offline devices, interruption to speaker zones such as cut wiring) is important to the VA from a system management standpoint.

• A distributed architecture is preferred due to the nature of the campus, but this is designer discretion.

• The ability to adjust volume at the individual speaker level is desirable as well as ambient noise compensation in selected areas.

Requirements:

• Design Documents to include speaker placement, central equipment, and reflect zoning based on typical use case scenarios for a health care/medical center.

• The resulting system shall employ TRM approved software.

• Speakers shall support individual volume adjustment, and the system shall support ambient noise compensation in selected zones as recommended by the designer.

• At a minimum, each building and floor shall be individually zoned. Functional areas, such as primary care clinics and waiting areas, shall be zoned separately at the VA’s discretion.

• The system shall include no less than 2 adequate outdoor annunciators. At a minimum one in each courtyard. (74-77 & 7-12)

• The contractor shall oversee the installation and commissioning of the system to include new wiring, installation of new speakers, and post-commissioning removal of the existing Atlas IED8000 system to include speakers and accessible wiring.

• Commissioning shall demonstrate adequate volume and speech intelligibility throughout the project areas.

• The contractor shall repair and match existing finishes as necessary to include the replacement of ceiling tiles if required.

A2. Scope of Contract

Provide all labor, materials, tools and equipment, and design-build services necessary for the design and construction of a project described here in other specific tasks as further defined by this request for proposal (RFP).

A3. Definitions

A. Design-Build (DB) as defined by the US Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

1. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control, and approval of the Contracting Officer.

2. COR or Project Manager: The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer.

3. COR or Resident Engineer: The Contracting Officer's authorized representative at the construction site. When more than one Resident Engineer is assigned to a construction project one is designated as being in-charge and is called the "Senior Resident Engineer". When more than one person is assigned as COR, the Contracting Officer will clarify which person is designated as being in-charge. The COR or Resident Engineer is responsible for protecting the Government's interest in the execution of the construction contract work. Their duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc. The COR or Resident Engineer may NOT issue change orders to the Contractor and may NOT stop work except in cases of a threat to the safety and health of Contractor, Government, or other personnel. The decision to stop work in cases of a threat to safety are at the sole judgment of the COR or Resident Engineer and will be reviewed and confirmed or rescinded in writing by the Contracting Officer as promptly as possible.

4. Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

5. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

6. AE: This term, as used herein, refers to the Architect-Engineer firm(s)that are a part of the DB team, also referred to as DB/AE.

7. RFP/AE: NOT USED

B. Selection Procedure - During the review of offers the VA may ask for additional information. The VA may initiate action to award a contract at any point after review of the offers. Therefore, offers should reflect the offeror’s best terms both from a technical and cost standpoint. See FAR 52.215-1, Instructions to Offerors - Competitive Acquisition (Jan 2017.)

C. Tentative Schedule:

Request for proposal issued

TBD

Pre-proposal conference

TBD

Proposal submitted

TBD

Evaluations

TBD

Contract award

TBD

Notice to proceed

TBD

Construction completion/final inspection/ custody receipt

TBD

D. Schedule Objectives - The anticipated completion of this project is 180 days after the “Notice to Proceed” (NTP). The proposed schedule may be shorter than this, see Part III, C3, 3c.

A4. Magnitude of construction project FAR 36.204 (e)

Between $500,000 and $1,000,000.

A5. Pre-Proposal Conference

A pre-proposal conference will be an TBD date. All offerors, consultants, subcontractors, manufacturers, and suppliers are invited to attend. The following agenda is furnished for this meeting:

1. Open meeting;

2. Review of project and design-build method for construction contracting;

3. Specifications, Network analysis system, and project phasing;

4. General requirements, Solicitation Documents, and Offer Submission Procedure;

5. Review of "Buy American Act";

6. Questions and answers;

7. Close; and

8. Site walkthrough – attendance is optional.

A6. Selection Criteria and Weightings

A. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price, and other factors considered. The following factors shall be used to evaluate offers Phase I:

Factor I – Corporate Experience, Factor II – Technical Approach, Factor III – Past Performance (Client Satisfactions and CPARS ratings as researched by the Government in the CPARS system);

Phase II: Factor I – Technical Solution, Factor II – Construction Management, and Factor III – Schedule. Responsibility determination will be made in accordance with FAR 9.1, Responsible Prospective Contractors.

B. BASIS FOR CONTRACT AWARD: This is a competitive Best Value Tradeoff (Tradeoff) source selection in which technically acceptable competing Offerors will be assigned a Past Performance Confidence Assessment Rating and will then be evaluated for Price fairness and reasonableness. All evaluation factors other than price, when combined, are significantly more important than price alone. The government reserves the right to award a contract to other than the lowest priced offer if the lowest priced Offeror is determined to have a performance confidence assessment of "Satisfactory Confidence" or lower. In that event, the Source Selection Authority shall make an integrated assessment best value award decision, where the perceived benefits of the higher priced proposal, and the rationale for tradeoffs, shall be documented in the contract file in accordance with FAR 15.406.C. Cost Proposal - Offerors are advised that if the technical proposals are essentially equal, the award will be made on the basis of the lowest cost.

*See Section M—EVALUATION FACTORS FOR AWARD

B. PART II - RESPONSIBILITIES

B1. VA Team

A. The VA team is comprised of the NCO6 Contracting Officer and Contract Specialist, COR, and VA Medical Center staff.

B2. Design-Build Team:

A. The DB team includes all J/V partners, consultants, and sub-contractors to the one firm. The DB team shall provide Architectural and Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for the construction of the project.

B. If the DB Team A/E and contractor are a J/V (not one and the same firm) engineering and other technical consultants shall be subcontractors of the J/V Architect - not the Design-Build construction contractor or sub-contractors. If the DB Team A/E and contractor are one and the same firm (not a J/V) those consultants shall be subcontractors of the DB ,firm not the construction subcontractors.

C. The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the DB Team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required time period (contract length).

C. PART III - PROPOSAL REQUIREMENTS

C1. General

A. Proposals shall be based on solicitation documents issued for the RFP. The Solicitation Number will be determined shortly before the public announcement of the opportunity in SAM.gov. Proposals will be in the format stipulated elsewhere in this section.

B. Proposals shall be received on or before the date listed on the SF 1442. There will be no public opening of the proposals.

C. Submit proposals via email to:

(i). Bryant.Guerrant@va.gov, Contracting Officer

(ii). Emails are limited to ten (10) MB.

(iii). Technical and Cost sections of the Offers proposals will be evaluated independently. Offeror shall separately bind each section and shall provide separate price and technical proposal electronic documents. Each section must therefore be labeled with the Offeror's organization, business address, and VA Project Number. Offerors shall name each section when attaching to an email.

C2. Proposal Revisions (FAR 52.215-1)

A. If determined to be necessary, proposal revisions will be requested from the proposals received.

The Contracting Officer will identify those offerors, whose proposals are within the competitive range, considering the selection criteria identified in this section. Negotiations may be conducted with those offerors falling within the competitive range, after which proposal revisions will be requested. Those selected as within the competitive range will be given 7 calendar days to prepare their proposal revisions. Sealed proposal revisions will be submitted as per Part III.C Paragraphs A through C above, except as noted below and will be due at a time and place to be determined.

B. Offerors submitting proposal revisions will not be requested to re-submit any documents which are unchanged from their initial proposals. They should provide necessary changes to individual paragraphs, as briefly as possible, together with a table of contents, that clarifies where within the initial mailto:Bryant.Guerrant@va.gov proposal the additional information or changed documents would be placed. Proposal revisions shall include a completed Standard Form 1442(Solicitation, Offer, and Award – Construction, Alteration, or Repair) and Standard Form 30 Amendment of Solicitation that acknowledges receiving all amendments, by number. A new bid bond shall be submitted only if the final proposal revisions offeror’s price proposal is greater than its initial price proposal.

Phase I, Factor 1, Corporate Experience

1. The proposal shall address the following evaluation factors. Evaluation scores will be based, in order of importance, upon the criteria in Part I - Factor 1 consists of two subfactors: 1A, Project Experience and 1B, Personnel Experience. The evaluation of subfactors 1A and 1B are of equal importance to the determination of Factor 1 rating.

1. Project Experience:

i. a. Submit a maximum of five (5) completed construction projects within the last ten (10) years by a Design Build contract and/or contract similar in size ($250,000- $500,000) and scope to this project. (Design Build as defined by the VA, see article A1.2). The Offeror shall demonstrate their experience on relevant Design/Build and projects that are similar in size, scope, and complexity to the RFP. Scoring will be more favorable if both criteria are met. Indicate the number of design/build projects construction contractor and AE have completed together. Page limitation: One page (in 12-point Courier font) for each project. In describing project design and construction experience, provide the following information:

1) Project title, location and brief description including the building use (Medical Facility etc) and contracting method (design build, design bid construct, CM at risk etc).

2) Project owner and name and telephone number of owner’s contact person.

3) Project Design Architect and Engineers (consultants if utilized) and name and telephone number of contact person(s). Note each firm and employee also proposed for this solicitation.

4) Project Prime Contractor and Major Subcontractors and name and telephone number of contact person(s). Note each firm and managing persons (project manager/superintendent/foreman as the case may be) also proposed for this solicitation.

5) Project Statistics including start and completion dates (original vs. actual) for design and construction; cost (with brief explanation of what is included in the cost); square footage; foundation type; number of levels; and any awards (prizes) received.

6) Contractor’s role in the project, and if other than prime contractor, the dollar amount of the work as well as the specialty AND subcontract scope performed by the Contractor.

ii b. Project Personnel Experience (Specialized experience and technical competence). The Offeror shall demonstrate the relevant experience of key project personnel. Page limitation: One page (in 12-point Courier font) for each person.

1) Biographical data shall include the following:

a) Name of individual.

b) Company employed by, dates starting and ending, AND dates of the relevant experience being presented.

c) Company position title.

d) Years with the company.

e) Describe work experience with projects that; were completed by the design build process, were medical facilities and the company (by name) they worked for when involved in the project.

f) An indication of which (if any) projects submitted under Corporate Experience (above) the individual participated in and what the individuals responsibility was for that project.

g) An indication of which other individuals submitted under Project Personnel Experience this individual has worked with and the project they worked on together, noting if that project has been submitted under Corporate Experience (above).

h) Position that the individual will hold in regard to this contract/project team, description of duties and what percentage of the individual’s time would be committed to the project during both the design and construction phases.

i) Describe job related educational experience including degrees, certificates etc and granting institutions.

2) Supply this biographical data for key personnel for at least the following: (Note if one individual is proposed for more than one position listed):

a) Overall Project Manager.

b) (Architect) Design Project Manager.

c) Construction Project Manager or site superintendent, if that individual is different from Overall Project Manager.

d) Architect/Engineer Field Representative.

Phase I, Factor II, TECHNICAL APPROACH

Factor II - Technical Approach - The Offeror shall demonstrate the following, relevant to the subject procurement. Submission Requirements: Provide a brief narrative (page limitation: one page (in 12-point Courier font) for brief narrative) describing the Offeror’s method to manage the project to achieve design and construction design objectives as described in the RFP. Include at minimum all aspects covered in the scope of work. The following shall be included in the narrative:

1) Design Approach: Describe the techniques and methods for an efficient, effective design to include interface and coordination with the existing building systems, appropriate equipment sizing, and DDC controls integration.

2) Construction Approach: Describe the techniques and methods for this phased construction project to include coordination with the design packages, the synchronization of phases, and integration with the existing building systems.

b. Basis of Evaluation: Phase I, Factor 2, Technical Approach: The basis of evaluation will include the Offeror’s proposed technical approach for this design build project as defined in the solicitation submittal requirements. The assessment of the Offeror’s method to manage the project shall be used as a means of evaluating the Offeror’s ability to successfully meet the requirements of the RFP

Phase I, Factor iii, Past PERFORMANCE

Past Performance (Client Satisfaction) - Contact persons supplied for Phase 1, Subfactor 1A - Corporate Project Experience projects will be contacted by the Evaluation Panel and asked the questions listed below at 3.a.1)–3) and 3.b.1)– 4). The contact's responses will be scored based on the following elements with projects participated in by the Prime (Construction Contractor and Architect firm) being weighted more heavily than projects participated in by consultants, sub-contractors, and individuals If Offeror has PPIRS reports, printed copies of these reports shall be submitted for this factor and included on the CDs.

a. Client Overall Satisfaction with Project: Contact persons will be asked:

i. Did the project fulfill the requirements of the clients stated function?

ii. Was the team's response time to client’s questions acceptable?

iii. Was the staffing level consistent with the project size and complexity?

iv. Was communication of schedule and problem issues adequate and consistent?

v. Was there an established problem-solving routine? Would the client like to use this firm again?

vi. ii. Did the project require unexpected maintenance activity?

vii. iii. Have any latent defects been found?

In addition to the above, the VA may review any other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through the Past Performance Information Retrieval System (PPIRS) and / or the Contractor Performance Appraisal System (CPARS) using all Unique Entity Identifiers (UEIs) and CAGE/DUNS numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary/ affiliate) identified in the offeror’s proposal, inquiries of owner representative(s), Electronic Subcontract Reporting System (eSRS), and any other known sources not provided by the offeror. While the VA may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror.

b. Basis of Evaluation: Phase I, Factor 3, Past Performance: The basis of evaluation will be the degree to which past performance evaluations and all other past performance information reviewed by the Government (e.g., FAPIIS, eSRS, performance recognition documents, and information obtained from any other source) reflect a trend of satisfactory performance considering a) a pattern of successful completion of tasks; b) a pattern of deliverables that are timely and of good quality; c) a pattern of cooperativeness and teamwork with the Government at all levels (task managers, contracting officers, auditors, etc.); d) tasks that are identical to, similar to, or related to the task at hand; e) and fiscal responsibility of Government funds. If the offeror lacks a record of relevant or available past performance history or there is no expectation of either successful or unsuccessful performance based on the offeror’s past performance record, the past performance evaluation will be given a neutral rating.

Phase Two Evaluation Factors (36.303-2)

1. Phase II, Factor 1, Technical Solution:

A. Submission Requirements: Provide detailed narrative (not to exceed 60 double-sided pages (or 120 single-sided pages in 12-point Courier font) of conceptual design addressing requirements of the RFP. The evaluation of the conceptual facilities design will be based on the criteria set forth in the project program contained in the RFP. Complying with and exceeding project program requirements by providing structural, architectural, and historically compliant construction will be most highly rated. Include in the discussion, but do not limit to the following:

i. Conceptual drawings shall be provided to supplement the narrative (i.e., floor plan, exterior elevation, and site plan).

ii. Physical building modifications. Indicate how disruptions to occupants will be minimized and how process will work to correct.

iii. Warranties

B. Basis of Evaluation: Phase II, Factor 4, Technical Solution: The basis of evaluation will include the narrative and conceptual drawings considering the extent to which the Offeror demonstrates a clear understanding of the architectural and engineering requirements of the project. The Government will evaluate the effectiveness of the construction and design team’s technical solution to determine the likelihood that the work will be performed in accordance with the technical requirements of the RFP.

2. Phase II, Factor 2, Construction Management: Factor 2 consists of three Subfactors: 2A: Ability to Staff Project; 2B: Management Approach; and 2C, Capability to Perform. The evaluation of subfactors 2A, 2B, & 2C are of equal importance to the determination of Factor 2 rating.

A. Subfactor 2A: Ability to Staff Project:

i. Submission Requirements:

a. Demonstrate the ability to staff the project for the scope of work required; describe how the Design-Build Team will be structured, i.e., how many firms are involved and the responsibility of each firm for this project. Indicate the extent to which resources and personnel will be drawn from various sources: in-house, subcontractor, and/or separate consultant firms. Describe D/B management approach, including but not limited to management of multiple designers and subs/trades working in parallel on several different facilities at one time.

b. Project Personnel Experience (Specialized experience and technical competence proposed in Phase I). The Offeror shall describe the job related and educational experience for each Phase I proposed key project personnel who will be assigned to this project including degrees, certificates, etc., and granting institutions

B. Subfactor 2B, Management Approach:

i. Submission Requirements: The Offeror shall demonstrate the following, relevant to the subject procurement.

a. Project Delivery Approach - Include statements concerning the proposed Design Period Peer Review technical/administrative by VA & RFP AE)

b. Quality Assurance/Quality Control Plan, see section 1.3, General requirements (01 00 00).

c. Project Organizational Chart and Narrative - Include team members submitted under Project Personnel Experience above. Clearly describe the prime responsible firm (or firms if a J/V) and individuals as well as the roles and responsibilities of individuals proposed as consultants and sub-contractors. Provide a list of all consultants and all proposed major subcontractors, including telephone number, address, and name of contact.

d. Offeror shall clarify its intended uses of the portions of the site indicated to be available to the contractor elsewhere in this RFP for materials staging, temporary trailer offices, employee parking, and other activities as shown in the design solution material.

C. Subfactor 2C, Capability to Perform:

i. Submission Requirements:

a. Provide the offeror's total bonding capacity (from Offeror’s surety), current available bonding capacity and expected available capacity in 2023/2024.

b. Provide the offeror's current workload and availability of staff proposed in Phase I, Factor 2 Project Personnel Experience to manage the project. Include project schedules for current and pending projects, as well as the anticipated impact of this project on those schedules and staffing plans.

D. Basis of Evaluation: Phase II, Factor 5, Construction Management: The basis of evaluation will include the assessment of the Offeror’s ability to staff, Offeror’s management approach, and Offeror’s capability to perform the project as defined in the solicitation submittal requirements.

The assessment of the firm and proposed personnel’s experience will be used as a means of evaluating the relative capability of the Offeror’s personnel to successfully meet the requirements of the RFP.

3. Phase II, Factor 3, Schedule:

A. Submission Requirements:

i. The progress schedule will be in a time scaled bar Gantt chart format. The horizontal axis will be scaled for time beginning with the Notice to Proceed and concluding with contract completion. The vertical axis will show the milestones and major portions of the contract work. All schedule items will show a start date and a completion date. The detailed schedule will indicate specific tasks with dates for each step of the process.

ii. Design Period: The design period sub periods (i.e., first and second reviews, other meetings, internal QUALITY ASSURANCE /QUALITY CONTROL plan reviews, etc.).

iii. Construction Period: Mobilization; Demolition method and sequencing; Demolition;

Preparing areas for construction; Site utilities, Tests, and final inspection. Indicate each Phase.

iv. General Project Delivery Schedule and Narrative - Show relationships between construction document development/completion (including required review activities) and construction activities for, at a minimum utility relocation, excavation, substructure, structure, exterior façade, and site development.

v. Schedule shall indicate all elements of the design and construction timeline, from notice to proceed (NTP) (in order to establish a common baseline among all offerors, assume NTP date of February 01, 2022) to contract completion, including but not limited to preconstruction meetings and submittals, design, and any SHPO permits and approvals, utilities, demolition, material lead times, utility installations, abatement, testing/adjusting/balancing, commissioning, construction and postconstruction submittals, close-out.

vi. Short Schedules - The Offeror will provide a written commitment as to the time frame (number of days after receipt of the notice to proceed) within which the Offeror will guarantee completion. The maximum anticipated completion of this project (including design and construction of the entire project) is indicated in Section A2, D. Shorter schedules (must include required Government review times), if obtainable, will receive more favorable scoring. The offeror’s schedule will establish the contract completion date and will be incorporated into the award. The assessment of liquidated damages will be based on that date. NOTE Longer schedules showing completion after the maximum completion of this project indicated in Section A2, D will be considered non responsive and will not be considered for award.

B. Basis of Evaluation: The basis of evaluation will include the Gantt chart schedule considering the extent to which the Offeror demonstrates a clear understanding of the architectural and engineering requirements for the construction period and general project delivery. The Government will evaluate the likelihood that the work will be performed in accordance with the stated schedule given the technical requirements of the RFP.

4. Phase II, Non-Technical Factor 1, Price

A. Submission Requirements: The offeror is required to prepare and submit the following price documents in a SEPARATE SEALED ENVELOPE MARKED: “PRICE PROPOSAL – DO NOT OPEN IN MAILROOM.” The price proposal shall be submitted in a separate binder and a separate email attachment from the technical proposal. The price proposal shall be tabbed using the following list:

PRICE PROPOSAL BINDER SUBMITTAL CHECKLIST (One original and two copies)

i. RFP: TBD

ii. Project: 658-24-108 Replace Overhead Paging System

iii. First page of TAB 1 MUST clearly indicate:

a. Name and Address of Proposer

b. Business Arrangement (Joint Venture or Teaming Arrangements clearly identified)

c. Contact Name and Phone Number

d. Email Address

e. DUNS Number

f. CAGE Code

g. Tax Identification Number

B. Basis of Evaluation: Phase II, Factor 1, Price: Price will be evaluated on the basis of its realism, and/or reasonableness, and acceptability to the Government subject to availability of funds.

Pricing shall be entered onto the Offer Schedule located within the SF1442. Analysis will be performed using one or more of the below techniques to ensure a fair and reasonable price: (a) Comparison of proposed prices received in response to the RFP. (b) Comparison of proposed prices with the Independent Government Cost Estimate. (c) Comparison of proposed prices with available historical information. (d) Comparison of market survey results.

D. PART IV - POST AWARD REQUIREMENTS

D1. Construction Document Preparation:

A. Design Review Submissions:

1. The Design-Build Team A/E (DB A/E) shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the US Department of Veterans Affairs RFP (VA RFP), and prevailing codes.

2. The documents may be divided into multiple review submission packages. The VA will review as many as six (6) package submissions (examples: demolition, civil, architectural, structural, mechanical, Electrical, plumbing etc.) to facilitate the start of construction.

3. All submission packages will be reviewed at (50%) and (95%) completion stages. The (95%) review submission packages will incorporate the final review comments from the (50%) review. If any package is not complete for the required stage a post review may be required the cost of which will be borne by the DB Team.

4. Each review submission package shall include 2 hard copy sets and 2 sets sent electronically in PDF and AutoCAD 2022 formats. The package will include an index of drawings (by sheet number and tittle) and specifications (by section number and tittle) submitted. The packages will be distributed to the VA Project Manager, the VA Medical Center, RFP A/E, VA Resident Engineer and others as determined to be appropriate by the VA Project Manager.

B. Design Review Meetings:

1. A review meeting to resolve design issues will be held for each design review package submitted. The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

2. Participants will include RFP A/E, VA Staff and DB team members as appropriate for the specific package to be reviewed and others. The DB team members will each allow for (1) full day for each discipline/package design review meeting. DB team management will be present at each review meeting.

3. The DB team shall allow a minimum of ten (10) working days for each review cycle. A cycle includes:

a. The VA’s receipt of the design review submission package.

b. The review meeting.

c. DB teams receipt of comments from the VA, either electronically, by fax, or by hard copy delivery.

4. Coordination of the review meeting schedules will be the responsibility of the COR or VA Project Manager (for the VA and RFP AE) and the DB Team Project Manager (for the DB Team). See section H.

Quality Assurance/Quality Control.

C. Electronic Media:

1. Design review submission drawings and final Construction Document submission drawings will be executed in electronic format AutoCAD version 2022. Revit version 2022 design models may be submitted in addition to the AutoCAD drawings, but all submissions must include AutoCAD format drawings.

2. The drawings included in the VA RFP will be available to the DB team in electronic format in AutoCAD version 2022 for use in preparing the construction drawings. Since data stored on electronic media can deteriorate undetected or be modified without the RFP Architect/Engineer’s knowledge, the CADD drawing files are provided without warranty or obligation on the part of the Government as to accuracy or information contained in the files. The user shall independently verify all information in the files. Any user shall agree to indemnify and hold the Government harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the CADD drawing files.

3. Design review submission specifications and other 8 1/2 by 11 formatted material and final Construction Document submission specifications and other 8 1/2 by 11 formatted material will be executed in electronic format Microsoft Word.

4. The specifications included in the VA RFP shall be available to the DB team in electronic format in Microsoft Word, for use in preparing the construction specifications. Since data stored on electronic media can deteriorate undetected or be modified without the Government’s knowledge, the CADD drawing files are provided without warranty or obligation on the part of the Government to accuracy or information contained in the files. The design builder shall independently verify all information in the files and shall agree to indemnify and hold the RFP Architect Engineer harmless from any and all claims, damages, losses, and expenses including, but not limited to, attorney’s fee arising out of the use of the electronic files.

5. The construction record drawings shall be completed in AutoCAD.

6. Construction shop drawings are not required to be completed in AutoCAD.

D. Professional Licensing:

1. The DB A/E who prepares the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.

2. The professional seal indicating such license by the state shall appear on the final construction documents. The architect or engineer whose seal is shown will be known as the Designer of Record. The DB A/E shall certify compliance with the VA RFP and all applicable codes.

E. Approved Construction Documents:

1. The final construction document submission package will be submitted by the DB team for approval by the VA after completion of the 95% review cycle for the final package to be submitted by the DB team. The VA will have 5 days to take approval action.

2. The final construction documents submission package will include a full set of construction documents including all disciplines/packages.

3. The final construction documents submission package will incorporate all VA supplied comments from the earlier 30% and 95% submission package reviews and will comply with the VA RFP.

4. If the final construction documents submission package is not complete a post submittal may be required the cost of which will be borne by the DB Team.

5. The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.

6. See Part IV, D2 Construction Period Submittals for Approved Construction Document distribution.

F. Construction Drawing Preparation - Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the DB team. The construction drawings shall include a coordinated set of the following disciplines. Note disciplines with no work required are not necessary to submit.

1. Civil engineering drawings including demolition plans, grading and drainage plans, paving plans, utility plans, schedules calculations and details.

2. [NOT USED]

3. Structural drawings including foundation plans, framing plans, schedules, and details, including general notes and all calculations.

4. Architectural drawings including floor plans, building elevations, building sections, wall sections, reflected ceiling plans, stair details, toilet and bath details, door schedules and details, window schedules and details, room finish schedules, auto transport and other details.

5. Asbestos abatement drawings including site demolition plans and floor plans indicating asbestos abatement method.

G. Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA RFP. The specification submitted for review shall include:

1. The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project;

2. Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e., shop drawings, product data, and samples as required by the VA RFP documents; and

3. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the RFP requirements.

H. Design Requirements - Compliance with codes and standards.

1. Project design shall be in compliance with applicable standards and codes described in VA Program Guides and design materials included or referenced in the solicitation materials.

2. See Section E. Approved Construction documents, above, for required inclusion of design review comments.

3. In the design of new building and alteration work under this contract, the DB team shall consider all requirements (other than procedural requirements) of:

I. Design – Build RFP Specifications. A separate document is provided with this scope of work entitled ‘DB RFP Specifications’ This document is a requirement of the project and shall be conformed to by the Contractor. However it is NOT the required Construction Specifications. The Construction Specifications are to be prepared and submitted for review by the Project Designer of Record, as part of each Construction Document submission.

Zoning laws:

1. Environmental and erosion control regulations; and

2. Laws relating to landscaping, open space, minimum distance of a building from the property line, maximum height of a building, historic preservation, and esthetic qualities of a building. Also, similar laws, of the State and local political division, which would apply to the building if it were not to be constructed or altered by the U.S. Government.

3. [NOT USED]

4. The DB team shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, standards, and opinions of review officials as described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

5. No action may be brought against the DB Team or VA and no fine or penalty may be imposed for failure to carry out any of the previously described recommendations of Federal, state, or local officials.

VA and its contractors, including RFP A/E, shall not be required to pay any amount for any action taken by a state or political division of a state in carrying out functions described in this article, including reviewing plans, carrying out on-site inspections, issuing permits, and making recommendations.

6. The DB team shall advise the Contracting Officer of any variances with the applicable US Department of Labor, Occupational Safety and Health Standards, for occupancy requirements.

I. Quality Assurance/Quality Control:

1. To reduce design errors and omissions, the DB team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

2. Within 2 weeks of receipt of Notice to Proceed, the DB Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the DB Team member responsible for QA/QC.

a. Upon its completion each task shall be initialed and dated by the responsible DB Team member.

b. A 100% completed QA/QC plan shall be submitted with the final construction document submission package.

D2. Construction Period Submittals

A. The DB contractor shall distribute a total of 2 sets of the approved construction documents prepared by the DB Team to the VA and RFP AE, as directed by the VA Project Manager. One set shall be full original size; one shall be on Tabloid size paper.

B. Other submittals - The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as required by the VA RFP specifications, to the VA R/E.

C. Project record drawings - The DB team will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA Resident Engineer at all times.

D. Shop drawings and submittals - The DB A/E shall check government furnished and/or the DB construction contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. The DB A/E shall recommend approval, disapproval, or other suitable disposition to the VA RE. The VA RE will have final approval authority. The DB AE shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the DB A/E will request the DB Construction Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the DB A/E shall review all prior submittals for related components of the system before acting on a single component. The DB A/E may be required to hold joint reviews with the VA technical staff and /or the RFP AE on complicated system submittals. The DB A/E shall notify the VA Resident Engineer (RE) in writing of any and all deviations from the requirements of the construction documents that he has found in the submittals.

D3. Project Close-Out

The DB team shall comply with the requirements in the “General Requirements”, Section 01 00 00, for submission of final RFP as built drawings, manuals, and other documents as noted. VA requires as built drawings and specifications to be submitted in the same format required for the construction documents. The DB team shall comply with the requirements in FAR 4.804 Closeout of Contract Files, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

D4. Site Visits and Inspections

During the construction period the DB A/E shall make weekly visits to the project site when requested by the Resident Engineer (RE). The Resident Engineer (RE) may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Resident Engineer (RE) has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the Resident Engineer of any deviations or deficiencies or solutions to issues discussed. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the Resident Engineer (RE) within three workdays following the site visit date.

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0121DESIGN BUILD SCOPE OF WORK & TECHNICAL EVALUATION CRITERIA