36C24721R0128 Request For SF 330s.docx

SUBJECT*

NRM AE - Project 521-22-102 Replace/Upgrade Elevators

GENERAL INFORMATION

CLASSIFICATION

SET-ASIDE

700 19th Street South

Birmingham AL

CONTACT INFORMATION

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7

2957 CLAIRMONT ROAD NE

Atlanta GA 30329

POINT OF CONTACT*

Evonne Huggins Evonne.Huggins@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This request and procurement is 100% restricted to Service-Disabled, Veteran-Owned Small Businesses (SDVOSB)

THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A REQUEST FOR SF 330'S ARCHITECT/ENGINEER QUALIFICATION PACKAGES ONLY.

ALL INFORMATION NEEDED TO SUBMIT SF 330 DOCUMENTS IS CONTAINED HEREIN. NO SOLICITATION PACKAGE WILL BE ISSUED IN THIS PHASE.

THERE WILL BE NO SITE VISITS ARRANGED DURING THIS PHASE OF THE REQUIREMENT.

THIS PROJECT IS SUBJECT TO AVAILABILITY OF FUNDS. 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.

Federal Acquisitions Regulation (FAR) 36.6 selection procedures apply. Firms that design or prepare specifications in conjunction with this contract are prohibited from participating on any future contracts based on those documents.

1. GENERAL INFORMATION:

The Department of Veterans Affairs, Birmingham Veterans Administration Medical Center (VAMC) located at 700 19th Street South, Birmingham, AL 35233, is seeking sources and intends to award a firm fixed-price contract for Architect/Engineering (A/E) services for the development of complete construction documents, which include working drawings, specifications, reports, and construction period services, for Project 508-22-102 “Replace/Upgrade Elevators P1-P4, S5, and P7-P10”. The A/E Services listed herein is being procured in accordance with the Federal Acquisition Regulation (FAR) 36.6 and VAAR 836.6. All submissions will be evaluated in accordance with the evaluation selection criteria as specified herein.

Point of Contact: Evonne Huggins, Contracting Officer Email: Evonne.Huggins@va.gov

2. PROJECT INFORMATION

The NAICS Code for this procurement is 541330 Engineering Services and the annual small business size standard is $16.5M. The projected award date for the anticipated A/E contract is on or before 30 September 2021.

The anticipated period of performance for completion of design is 210 calendar days after Notice to Proceed.

The NAICS code for the anticipated Construction project is projected to be 236220 and magnitude of construction is predicted to be between $5,000,000 and $10,000,000. The anticipated award date of the construction phase of the project is projected to be by 30 September 2022.

An Architect & Engineer (A/E) contract will be negotiated for the development of complete construction documents which include working drawings, specifications, reports, and construction period services. The A/E will be given written information; participate in project planning meetings, pre-proposal meeting, and pre-construction meeting as required; communicate with VA personnel via telephone or e-mail; and is expected to coordinate so that the final documents include all requirements in accordance with industry standard practices, VA standards, VA design manuals, and review comments.

3. STATEMENT OF TASK/SCOPE OF WORK

SEE ATTACHED SOW

4. A/E SELECTION PROCESS:

Responsive firms submitting SF 330’s in response to this announcement, not later than the closing date and time specified herein and in accordance with submission requirements, will be considered for initial selection evaluation. Following initial evaluation, no less than three firms that are selected as the most highly qualified based on the selection criteria responses, will be selected for interviews. Selected firms will be notified by telephone or email of selection and provided further instructions.

Evaluating past performance and experience may include information provided by the firm, customer inquiries, Government databases, and publicly available sources. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member actually performing the work under this contract.

5. SELECTION CRITERIA: Evaluation and selection of firms will be based on submissions and direct responses to the following criteria which are numbered in descending order of importance:

1) Professional qualifications necessary for satisfactory performance of required service and working together as a team (in-house and/or consultants(s)). Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record. The Designers of Record shall perform and direct the design within their respective discipline and shall sign and seal the drawings. All Designers of Record must be professionally registered in their discipline. Each resume shall include a minimum of two (2) specific completed projects that best illustrate the individual team members experience relevant to this contract scope.

2) Specialized experience and technical competence in the type of work required, including, where appropriate on similar projects: experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials (include Government and private Experience). Technical competence includes design quality management procedures, CADD, equipment resources, and laboratory requirements of the prime firm and any subcontractors. In addition, provide information on the effectiveness of the proposed project team (including management structure; coordination of disciplines, offices and/or subcontractors; and prior working relationships).

3) Capacity to accomplish work in the required time. This factor evaluates firm's experience with similar size projects and the available capacity of key disciplines when evaluating the capacity of a firm to perform the work in the required time. The general workload and staffing capacity of the design office will be evaluated. List current projects with similar design fee being designed in the firms’ office. Indicate the firms present workload and the availability of the project team (including sub-consultants) for the specified contract performance period; Describe experience in successfully delivering projects per performance schedule, providing timely construction support, and successfully completing multiple projects with similar delivery dates

4) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. VISN7 will evaluate past performance on recent and relevant contracts with government agencies (emphasis on VA work) and private industry in terms of cost control, quality of work, compliance with performance schedules and a record of significant claims against the firm due to improper or incomplete engineering services (references required).

Recent is defined as performance occurring within 5 years of the date of this Sources Sought, except that ongoing projects must have begun no less than one (1) year prior to the issuance of this Sources Sought.

Relevancy is defined as performance of work on projects that are similar in scope to the types of projects anticipated under the resultant contracts.

Respondents with no previous past performance shall state this when addressing the selection criteria. Where there is no record of past performance, the proposal will be evaluated neither favorably nor unfavorably. Superior performance ratings on relevant projects may be considered more favorably in the evaluation.

Submission Requirements:

Submit a minimal of three (3) references; any of the following evaluations are acceptable:

A-E Contractor Appraisal Support System (ACASS), Contractor Performance Assessment Report System (CPARS), or Past Performance Questionnaire (PPQ) evaluation for each project submitted under Criterion 2.

If a completed CPARS evaluation is available, it shall be submitted with the completed SF330 package. If there is not a completed ACASS/CPARS evaluation, the PPQ included with this notice is provided for the Offeror or its team members to submit for each project included in criterion (2). If a PPQ is submitted, but an official ACASS/CPARS evaluation is found for that project in government databases, the official evaluation will take precedence. If an ACASS/CPARS evaluation is not available, ensure correct phone numbers and email addresses are provided for each contract customer/reference. Completed PPQs should be submitted with your SF330. If the A-E is unable to obtain a completed PPQ from a contract customer/reference for a project before the response date set forth in this notice, the A-E should complete and submit with their response the first page of the PPQ (Attachment #1), including contract and point of contact information for the respective projects.

A-Es should follow-up with references to ensure timely submittal of questionnaires. At the reference s request, questionnaires may be submitted directly to the Governments Point of Contact, Department of Veterans Affairs (10N7NLO), Attn: Evonne Huggins Contracting via email at Evonne.Huggins@va.gov , prior to the response date. A-Es shall not incorporate by references into their response ACASS/CPARS or PPQ evaluations previously submitted in response to other A-E services procurements. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation. Submitted ACASS/CPARS and PPQ evaluations will not be counted as part of the 30 page limitation and shall be attached to the SF330, behind the SF330 Part II document

5) Location in general geographical area of the project and knowledge of the locality of the project; The area of consideration for offeror is a 300-mile driving radius between offeror location and the VA Medical Center referenced in paragraph 1 General Information. (Determination of mileage eligibility will be based on www.google.com) (provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project) CO

PER VAAM M836.602-1

6) The extent to which potential contractors identify and commit to the use of service-disabled Veteran-owned small businesses, Veteran-owned small businesses, and other types of small businesses as subcontractors.

7) Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates shall be included as an evaluation criterion when construction period services is included in the statement of work for A-E services.

6. SUBMISSION CRITERIA/REQUIREMENTS:

Interested firms having the capabilities to perform this work must submit ONE (1) ELECTRONIC SF 330, including Parts I and II, and attachments (if any) by email to Evonne.Huggins@va.gov no later than the date and time specified.

Interested firms are responsible for ensuring electronic delivery of submission by the time and the date specified. It is highly recommended interested firms confirm electronic submissions have been received by the Contracting Officer.

Size limits of e-mails are restricted to 5MB. If more than one email is sent, please number emails in Subjects as “1 of n” and include the notice number, project number and title in the email subject line.

(Example: SF330 Submission, # 36C24719R0014 – Project 508-19-106 “Correct Main Tower Window Deficiencies Bldg. 1” (1 of n, 2 of n, etc.).

All SF 330 submissions must include the following information either on the SF 330 or by accompanying document:

1) Cage Code

2) Dun & Bradstreet Number

3) Tax ID Number

4) The E-mail address and Phone number of the Primary Point of Contact

5) A copy of the firms VetBiz Registry

6) SF 330 MUST INDICATE THE PERCENTAGE of the contract performance cost that will be expended by the prime firm’s employees and in which discipline(s) and subcontracted percentage of contract performance cost to be expended (and in what disciplines). Any subcontracted or otherwise business entity must be identified by name, office location and size/type of business (i.e. SDVOSB, VOSB, 8(a), large, etc.). This is in order to assure compliance with FAR Clause 52.219-14(b)(1) Limitations on Subcontracting. Failure to provide this information may deem the Firm as nonresponsive and preclude SF 330 submittal from being included further in the evaluation process.

7) References noted in Selection Criteria 9

REQUESTS FOR INFORMATON ON THIS PRESOLICITATION NOTICE: All RFIs shall be submitted to Evonne.Huggins@va.gov.

The firm and or AE on staff representing the project must follow all local State laws and guidelines for which the medical center is located.

NOTE: In order for a Service-Disabled Veteran Owned Small Business (SDVOSB) to be considered as a proposed contractor, the firm must be verified and visible by VETbiz (www.vetbiz.gov) and registered in the System For Award Management (SAM) database (www.sam.gov) at time of submission of their qualifications AND at time of award. Failure of a proposed SDVOSB to be verified by the CVE at the time the SF 330 is submitted shall result in elimination from consideration as a proposed contractor.

All Joint Ventures must be CVE verified at time of submission and submit agreements that comply with 13CFR 125.15 prior to contract award.

Each respondent must be able to demonstrate the ability to comply with FAR Clause 52.219-14, Limitations on Subcontracting.

Electronic submittals received after the date and time specified will not be considered. Late proposal rules per FAR 15.208 will be followed for late submittals. Firms not providing the required information may not be considered. All information must be included in the SF330 submission package.

It is the offeror’s responsibility to check the Federal Business Opportunities website at: www.fbo.gov for any revisions to this announcement prior to submission of SF330s.

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

A/E Statement Of Work VA Medical Center Birmingham, AL Replace/Upgrade Elevators P1-P4, S5, and P7-P10 Project 521-22-102

1. GENERAL:

Provide Architect/Engineer professional services to include design development, construction documents, specifications, cost estimates, construction period services and site visits.

2. PROJECT SCOPE OF WORK:

The project is located in the Main Hospital, Building 1, on the campus of the Birmingham VA Healthcare System, located at 700 19th Street South, Birmingham, AL 35233. Building 1 is a twelve-story concrete framed structure constructed in 1949 and opened to patients in 1952. The hospital provides both inpatient and outpatient services to military veterans that live in north central Alabama and surrounding areas. The hospital currently provides 139 beds for inpatient care.

This project consists of a complete replacement of passenger elevators 1-4 and 7-10, as well as service elevator 5. This replacement is to include all components of the conveyance system, to include, but not limited to the following: Elevator car, cabling, hoisting equipment, controls, and any necessary climate control modification to the mechanical space.

The Architect/Engineer (A/E) shall provide professional technical services for the complete design for Project No. 521-22-102, 521-22-102 Replace/Upgrade Elevators P1-P4, S5, and P7-P10. The construction budget has been established at $6,230,000. Required documents typically include schematics, preliminary plans, working drawings, specifications, cost estimates, construction documents (final drawings, specifications, and cost estimate.), and as-built drawings.

The A/E shall prepare design and construction documents, and provide construction period services for the full scope of this project. The design shall include mechanical, electrical, low voltage, architectural, and any other necessary upgrades to meet current VA and industry standards.

The work will require staged construction, in order to maintain access to all areas of the Medical Center. The A/E shall include provisions in the construction documents for staged construction in order to maintain access during construction.

The following tasks shall be performed:

1. Conduct surveys, perform investigations, meet with Engineering & Safety staff who will be able to provide information concerning all existing conditions necessary for the design and construction of this project. This task involves fully investigating exterior and interior utility systems that are impacted by this project. VA will provide information based on past and current projects, however, verification is the responsibility of the A/E. Provide for the relocation of exterior and interior utilities in the design.

2. Fully investigate interior spaces, by looking above drop ceilings and other exploratory methods to determine utility locations, plumbing and electrical connections and other information that may impact the project design.

3. Assess existing HVAC, plumbing, fire protection, electrical, communication, security, alarm and medical gas systems in the existing building to the extent necessary to determine whether these existing systems contain sufficient capacity to provide system needs in the proposed area of building renovation. For those building systems which do not contain sufficient capacity to support the new work, identify potential means to provide the necessary building system and evaluate each potential system for initial cost, life cycle cost, and suitability for a health care facility, maintainability, and compatibility with existing systems. Prepare a recommendation for each building system.

4. Prepare designs and construction documents for all architectural design and for all engineering necessary for a completed project, to include but not necessarily be limited to the following disciplines:

· Architecture

· Structural engineering

· Mechanical engineering

· Electrical engineering

· Plumbing engineering

· Fire Protection engineering

· Specialty work.

· Asbestos Abatement

5. Prepare project construction phasing plans

6. Prepare construction cost estimates

7. Prepare project construction schedules

8. Prepare a project submittal register and include the project submittal register in the construction documents.

9. Conduct a survey and identify asbestos and other hazardous materials for abatement. Provide for abatement of any hazardous materials that are impacted by construction.

10. Meet with VAMC staff to make progress presentations, to discuss design approach, and to respond to inquiries during the design phase of the project

11. Attend a Pre-Bid meeting for the project.

12. Respond to inquiries and requests for clarification during the construction contract solicitation period of the project.

13. Attend a Pre-Construction meeting.

14. Provide an evaluation of the construction cost of the apparent low bidder or best qualified proposer.

15. Review and approve submittals from the construction contractor.

16. Respond to inquiries and requests for clarification during the construction of the project.

17. Prepare supplementary construction documents and cost estimates for any construction modification or change order required.

18. Make periodic visits to the project site during construction, when requested by the VA.

19. Conduct a final inspection of the substantially completed project.

20. Provide record drawings of the completed construction project.

The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and a corresponding abatement plan, ensuring compliance with all applicable design guides, standards, codes, and regulations. The A/E shall prepare written limitations on construction operations and include these construction limitations in the construction documents. Such limitations on construction operations shall ensure the continued safe operation of the existing hospital during construction of the project.

Prepare an infection control risk assessment in accordance with Infection Control Policies and Procedures of the BVAHCS for each portion of the existing facility that is impacted by the project. Revise the risk assessment until the VAMC concurs with the results of the risk assessment. Prepare a detailed infection control plan for the construction contractor to follow, based on the results of the risk assessment. This plan shall be based on medical center infection control policies and shall be site specific for the areas involved in the project.

The design must include a construction phasing plan that minimizes any negative effects to the normal operations of the medical center and this building. Any disruptions to existing operations of this VAMC that are proposed by the A/E must be approved by the VAMC.

Provide for Interim Life Safety Measures (ILSM) in the design of the project that are necessary during construction in order that the occupied portions of building 1 will continue to comply with NFPA 101, The Life Safety Code throughout the construction of the project.

3. PROJECT FUNDS LIMITATION:

The "Low Bid" cost of this construction project will not exceed $6,230,000.00

Complete the design of the project such that the estimated construction value of the work is not more than $6,230,000.00. This cost does not include construction management, contingency, portable equipment, or any portion of the design costs. A detailed cost analysis shall be provided as a deliverable document of this contract to ensure meeting the cost goal. The final construction cost estimate determined at the completion of construction documents will represent the most probable “low bid”.

4. PROPOSED SCHEDULE:

Start Design: As indicated in the Notice to Proceed (NTP)

Program for Design/Conceptual Layout Due: 21 days after NTP

35% Schematic Drawings Due: 60 days after NTP

65% Design Development Drawings Due: 120 days after NTP

95% Construction Drawings Due: 180 days after NTP

100% Bid Documents Due: 210 days after NTP

5. COST ESTIMATING REQUIREMENTS:

a. The A/E shall develop a detailed construction cost estimate, which will be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified and a reasonable approximation of the required details can be arrived at.

b. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division.

c. Each sub-component of an assembly must be identified separately and each component of that sub-assembly's cost must be listed in R. S. Mean’s format. In addition to the printed copy, the A/E shall submit the estimate in Excel electronic spreadsheet format on CD ROM.

d. As construction costs for the Birmingham, Alabama, area are substantially different from other areas, the A/E is required to confirm each section with appropriate data-bases, manufacturers, sub-contractors, and general contractors to insure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total” number should reflect the anticipated low bid from a qualified general contractor.

e. The construction cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18-15.

6. PLANNING INFORMATION/STANDARDS:

a. General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Alabama criteria. Particular emphasis is placed on the following documents that establish minimum requirements. This includes but is not limited to the following:

1. International Building Code (latest edition)

2. National Fire Protection Association 101 Life Safety Code, (latest edition)

3. International Mechanical Code (latest edition)

4. International Plumbing Code (latest edition)

5. National Standard Plumbing Code (latest edition)

6. The National Electrical Code (latest edition)

7. Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE)

8. Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS

9. United States National CAD Standard and VHA National CAD Standard Application Guide

10. VHA Program Guide 18-1, Master Construction Specifications

11. VHA Program Guide 18-3, Design and Construction Procedures

12. VHA Program Guide 18-4, Standard Details and CAD Standards

13. VHA Program Guide 18-10, VA Design Manuals

14. VHA Program Guide 18-12, VA Design Guides

15. VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules

16. VA Manual for Preparation of Cost Estimates and Related Documents

17. Physical Security Design Manual for VA Facilities, Mission Critical Facilities

18. Sustainable Design and Energy Reduction Manual (VA Facilities)

19. VHA Handbook 1330.01, Health Care Services for Women Veterans

20. VA Seismic Design Requirements H-18-8

21. Birmingham VAMC Design & Construction Standards

The A/E shall obtain all data necessary to prepare the design documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product and failure to verify information is not acceptable. Information (drawings and other documentation) provided to the A/E by the VA or any other government source shall be used for reference only.

b. Sustainability: New stand-alone construction and major renovation projects shall be designed and constructed to achieve LEED Silver status with minimum extra effort and cost. These projects may register with the USGBC with the goal of obtaining LEED Silver or LEED Silver equivalency. VA encourages A/E project teams to achieve the highest LEED level possible within the scope and budget of each project. The project team is also encouraged, but not required, to pursue third party review and formal LEED Certification with the U.S. Green Building Council and display the seal in the facility.

c. NEPA Compliance: Complete the VA’s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies.

d. NPDES Compliance: The NPDES storm water program requires construction site operators engaged in clearing, grading, and excavating activities that disturb 1 acre or more, including smaller sites in a larger common plan of development or sale, to obtain coverage under an NPDES permit for their storm water discharges. Alabama is authorized to implement the Storm water NPDES permitting program. Operators of regulated construction sites are required to develop and implement storm water pollution prevention plans and to obtain permit coverage from the State of Alabama. Comply with Alabama Pollution Discharge Elimination System (RIPDES) Storm Water Discharge Associated with Construction Activity:

1. For any construction project that will disturb greater than one (1) acre ( including but not limited to, clearing, grading, excavation, and filling) but less than five (5) acres requires the submission of a Notice of Intent (NOI) in accordance with Part III.A.9 & 10 of the RIPDES Regulations. The proper forms can be found by following the below link and clicking on “Notice of Intent” in the Table of Contents: http://www.dem.ri.gov/pubs/regs/regs/water/ripdesca.pdf

2. For any construction project that will disturb an area equal to or greater than five (5) acres, authorization to discharge will only be granted upon notification from the RIDEM after review of the NOI and Storm Water Pollution Prevention Plan.

e. Storm Water Control: Comply with Title IV, Subtitle C, Section 438 of the Energy Independence and Security Act of 2007: This act provides that "the sponsor of any development or redevelopment project involving a Federal facility with a footprint that exceeds 5,000 square feet shall use site planning, design, construction, and maintenance strategies for the property to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. Consider the storm water generated by the project and design the project to Natural Ground Cover (i.e. Forest like) conditions. Documentation required by the A/E to meet these conditions include:

· A site evaluation and soils analysis

· Calculations for the 95th percentile rainfall event

· Site design and storm water management practices incorporated into the design.

· Design calculations for each storm water management practice

· Volume of storm water managed by each storm water management practice implemented above

· Operations and maintenance protocols implemented in the design to manage storm water

f. Sustainable Design and Energy Reduction: The VA requires that the project comply with The Energy Policy Act of 2005, Executive Order 13423 (Strengthening Federal Environmental, Energy and Transportation management), EISA 2007, the VA Sustainable Design and Energy Reduction Manual, and all applicable energy codes and standards. The following requirements apply:

1. Renovation: Reduce the energy cost budget by 20% below pre-renovation 2003 baseline. The designer shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation, and document the 20% savings. The primary unit for energy budget reporting is the British Thermal Unit (BTU) per square foot of the area to be renovated. The designer shall develop the energy budget as required in ASHRAE 90.1-2007, Appendix G, using the same parameters outlined above for new construction. Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R- Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20 year life), and meets the lighting W /SF required in Chapter 9, ASHRAE Standard 90.1 -2007.

1. For the project, renewable energy systems (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness.

1. Specify Department of Energy, Energy Star labeled equipment.

1. Specify equipment that qualifies for utility rebate and/or incentive programs of local utility providers and provide complete documentation required by local utility providers to obtain utility rebates and/or incentives.

1. Design the building envelope, HVAC system and equipment, building service water heating equipment and design, interior and exterior lighting and lighting design, and building and site electrical designs to meet the requirements of ASHRAE 90.1-2007.

1. Provide an Energy Code and Sustainability Review Report, LEED Review Report, and Life Cycle Cost Calculations as part of the design analysis that is submitted with each design submittal; design analysis shall be in digital form.

1. The A/E must possess design team members with Leadership in Energy and Environmental Design (LEED) certification and Certified Energy Manager (CEM) certification.

1. The VA will conduct an energy review of each design submittal to ensure compliance with these requirements and provide written comments. The A/E shall provide written responses to the VA energy review comments to indicate the designer’s intention to comply, or the reasons why the comments are not to be included in the project.

7. MEETINGS:

The A/E shall attend meetings at the time and place requested by the Contracting Officer or his Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or his Representative. Meetings shall include the following:

a. Pre-Design Meeting - The A/E shall meet with the Contracting Officer and/or his Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work.

b. Design Review Meetings-The A/E shall attend meetings with the Contracting Officer and/or his Representative (from Facilities Management Service), and the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work. As a minimum, attend one review conference after each submission of the project design documents.

c. Attend one Pre-Bid meeting and one Pre-Construction meeting.

8. DESIGN SITE VISITS:

The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas such as spaces above the ceilings, within walls or chases, in pipe crawl spaces, and in or under basement floors. Where necessary, A/E shall arrange to have walls or ceilings opened to examine the interior or hidden conditions to provide complete drawings. Arrangements for visits to make inspections should be made by contacting Facilities Management Service, at least 48 hours before the visit.

9. ANSWERING INQUIRIES & ISSUING AMENDMENTS:

The A/E shall provide prompt answers and recommendations to inquiries made by the Government. In the event of error or omission, The A/E shall issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government.

10. QUALITY ASSURANCE/QUALITY CONTROL

The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm’s QA/QC Plan.

11. DESIGN SUBMISSIONS:

The A/E shall retain file copies of all items forwarded to the Contracting Officer or his Representative under various design review submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction, and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage.

Note that there is a 6% A/E limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73.

a. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified), (1) the scope of work (as the A/E understands it) with the specific objectives of the project, (2) the applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage, (3) any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary), (4) reports of site visits, (5) meeting minutes, (6) results of assessments and evaluations of alternative designs, and (6) all other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E.

b. Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1 '0", where necessary, and generally 1/4" = 1'0" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect’s master database. The database shall be available by modem to all design disciplines and the VA. The purpose of this requirement is to insure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project.

Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition and reconstruction details for each function.

Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCad" 2000 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2000 release. Final drawings shall be plotted in ink on 30" x 42" mylar film sheets. Sepias are not acceptable as original drawings. Final drawings submitted shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information.

Final drawings shall bear the VA title block and nomenclature on polyester sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All drawings are required to show existing conditions as of the date of the design submission.

All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows:

1. Drawings shall provide uniform photographic quality.

2. Minimum lettering height shall be not less than 1/8 inch.

3. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions.

4. No lettering, shading or marking on the reverse side is acceptable.

5. Clearly distinguish between new work and existing work.

6. Graphic scales shall be provided on all drawings.

b. Specifications: Provide complete project specifications, to include all sections of CSI Divisions 1-50 that, in the opinion of the A/E, are necessary to properly and adequately construct the project by a construction contractor. Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross-references to other specifications that apply to the work. The intent is to provide specifications that are suitable for the project intention and detailed enough to enable the contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E “edit out" portions of the specifications that add additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this particular project. Where choice of items is referenced in the specification section, consult with VAMC Facilities Management Service for direction on which option to select. The construction contractor shall not be provided options or choices to select from but must be provided the specific selection. Obtain from BVAHCS Facilities Management Service the name and type of specialty materials and equipment that are required for use on the project. All materials shown in the specifications shall, if named specifically by brand or production name, carry the statement "or approved equal" and shall include specific material performance requirements that must be satisfied. Exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. The VA shall provide information on such items. Specify construction in detail in all the specification sections. Tolerances, and workmanship, shall not be allowed to default to "common industry/construction practices”, or any similar vague standard. The legal precedence of the specifications over the drawings shall not be used to resolve design ambiguities between the drawings or notes necessary for clarity. Any contradiction, ambiguity, or statements subject to various interpretations shall be immediately corrected to reflect a single clear intention.

Incorporate the Birmingham VAMC’s local specification requirements into the specification package including specifications relating to data communications and cabling requirements, Fire wall/smoke barrier penetration permitting requirements, Hot Work permitting requirements, infection control permitting requirements, fire alarm system requirements, security system, HVAC digital control systems (Metasys), Code Blue Nurse call systems, PA systems and other local pertinent specifications and general conditions that relate to work and construction at the Birmingham VAMC.

Ensure all specification requirements are consistent with other sections and with information reflected in the drawings or the A/E may be held liable for costs incurred by the government for these and similar A/E design errors and inconsistencies in the specifications and drawings.

d. Construction Duration Schedules: The A/E shall submit with each design submission a schedule for the project indicating construction milestones and long lead items. The schedule will be in sufficient detail to accurately estimate the proper construction duration.

e. Minimum Requirements for Submissions to BVAHCS: The cost of reproduction of all review materials is included in the contract amount. Submissions shall be made to BVAHCS in accordance with the requirements of VA Program Guide PG-18-15 Volume C, A/E Submission Instructions for Minor and NRM Construction Program dated May 2006, and the following:

(1) PROGRAM FOR DESIGN DOCUMENT SUBMISSION. The following quantities of design review material are required:

(a) 4 copies of bound report

(b) 1 Electronic Media (CD ROM) copy of the report.

(2) CONCEPT DESIGN DOCUMENT SUBMISSION (Preferred Alternative): The following quantities of design review material are required:

(a) 4 copies of Drawings (Black line on bond paper, suitably bound)

(b) 3 copies of Design Analysis

(c) 1 copy of the Construction Cost Estimate

(d) 1 Electronic Media (CD ROM) copy of the above documents

(2) SCHEMATIC DESIGN SUBMISSION (35%). The following quantities of design review material are required:

(a) 4 sets of full size Plans (Black line on bond paper, suitably bound)

(b) 1 set of Construction Cost Estimate

(c) 2 sets of marked-up Sections of the VA Master Construction Specifications

(d) 2 sets of Design Analysis

(e) 1 copy of the Construction Duration Schedule

(f) 1 Electronic Media (CD ROM) copy of the above documents

(3) DESIGN DEVELOPMENT DOCUMENT SUBMISSION (65%): The following quantities of design review material are required:

(a) 1 set of full size Plans (Black line on bond paper, suitably bound) and 3 half size Plans.

(b) 1 sets of Construction Cost Estimate

(c) 2 sets of Construction Specifications

(d) 2 sets of Design Analysis

(e) 2 copies of the Construction Duration Schedule

(f) 1 copy of A/E responses to VA comments of previous submission

(g) 1 Electronic Media (CD ROM) copy of the above documents

(3) CONSTRUCTION DOCUMENT SUBMISSION (95%) AND BID DOCUMENT SUBMISSION (100%): Upon completion of all revisions, submit the following items:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM, and each copy containing the following:

· drawings on IBM compatible "AutoCad" version 2000 and in Portable Document Format (pdf)

· the final specifications in Microsoft Word format

· the final specifications assembled into a single file in Portable Document Format (pdf)

· final construction cost estimate in Microsoft Excel

· Final Design Analysis in a single file in Portable Document Format (pdf).

· Construction duration schedule in Portable Document Format (pdf).

(4) CONFORMED CONSTRUCTION DOCUMENT SUBMISSION: Upon completion of the final design of the project and the award of a construction contract, submit the following items prior to the start of construction work as Conformed Project Documents:

(a) 3 Electronic Media (CD ROM) copies of the final project documents, with all project documents recorded on a single CD ROM and with all addenda information incorporated into the project drawings and specifications. Each copy shall contain the following:

· drawings on IBM compatible "AutoCad" version 2000 and in Portable Document Format (pdf)

· the final specifications in Microsoft Word format

· the final specifications assembled into a single file in Portable Document Format (pdf)

(b) 1 set of Original Reproducible Plans (Mylar with 6 mil thickness double matt polyester film sheets), with seal of the design professional on each sheet.

(c) 1 set of Original Reproducible Specifications

a. Contract Number and date.

b. Format and version of operating system software, name and version of utility software used for preparation and copying files to media.

c. Sequence number of digital media.

d. List of file names on the digital media

3. Quality Assurance/Quality Control: Before a file is placed on the delivery…