36C24823R0149 Solicitation (DB 672-23-200) -.docx

36C24823R0149 Attachments

1. SOLICITATION NUMBER

2. TYPE OF SOLICITATION

3. DATE ISSUED

PAGE OF PAGES

4. CONTRACT NUMBER

5. REQUISITION/PURCHASE REQUEST NUMBER

6. PROJECT NUMBER

7. ISSUED BY

CODE

8. ADDRESS OFFER TO

a. NAME

b. TELEPHONE NUMBER (Include area code) (NO COLLECT CALLS)

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying number, date) 12a. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If "YES," indicate within how many calendar days after award in Item 12B.)

12b. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

STANDARD FORM 1442 (REV. 8/2014)

STANDARD FORM 1442

Prescribed by GSA-FAR (48 CFR) 52.236-1(d)

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

SOLICITATION

SOLICITATION

IMPORTANT - The "offer" section on the reverse must be fully completed by offeror.

9. FOR INFORMATION

CALL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SEALED BID (IFB)

NEGOTIATED (RFP)

11. The Contractor shall begin performance within ____________ calendar days and complete it within calendar days after receiving award, notice to proceed. This performance period is mandatory negotiable. (See _____________________________).

YES

NO

a.

Sealed offers in original and ___________________copies to perform the work required are due at the place specified in Item 8 by _____________ (hour) local time _____________________ (date). If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror's name and address, the solicitation number, the date and time offers are due.

b.

An offer guarantee is, is not required.

c.

All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

d.

Offers providing less than _______________________ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

36C24823R0149 X 06-23-2023 672-23-200 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan

PR

00921-3201 ray.santana@va.gov

Ray Santana (939)339-1110 Project Title: Install Heat Machine at Main Building Project Location: VA Caribbean Healthcare System (VACHS), 10 Calle Casia, San Juan, 00921-3201.

The Magnitude of Construction of this VA project is between $2,000,000 and $5,000,000 pursuant VAAR 836.204.

NAICS: 236220 - Commercial and Institutional Building Construction.

Service Code: Z2DA Maintenance of Hospital and Infirmaries.

This solicitation will be evaluated on a tradeoff basis. As stated in this solicitation, this procurement is a two (2) Phase Design/Build. IAW FAR 36.3 one solicitation will be issued covering both phases. In Phase One proposals will be evaluated to determine which offerors will submit proposals in Phase Two. Block 13a refers to Phase One proposa proposals.

This requirement is set-aside for VetCert certified, Service-Disabled Veteran Owned Small Businesses (SDVOSB). Vendor verification for SDVOSB can be found at https://veterans.certify.sba.gov/ THIS ACQUISITION IS SET-ASIDE 100% SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) ONLY, UNDER THE AUTHORITY OF 38 U.S.C PART 74. ANY PERSON OR BUSINESS ENTITY SUSPECTED OF MISREPRESENTATION FOR THE PURPOSE OF THE SECURING A GOVERVERMENT CONTRACT MAY BE CRIMINALLY INVESTIGATED AND PROSECUTED FOR FRAUD AGAINST THE UNITED STATES GOVERMENT.

VA Caribbean Hospital is a smoke free facility. Contractors, in order to enter the campus, you must have picture ID.

Refer to solicitation instructions for Phase One cutoff date for submission of Requests for Information (RFIs), or Questions (if any). No pre-proposal/Site Visit will be conducted during Phase One of the solicitation. Those offerors selected to participate in Phase Two of the solicitation will receive information about Phase Two pre-proposal conference/Site Visit in the invitation to participate in Phase Two.

Please refer to solicitation package for further solicitation requirements.

It shall be known that funds are not currently available. No contract award will be made until appropriated funds are made available.

All Offerors must comply with all solicitation terms and conditions.

X X 52.211-10 X

VIA EMAIL ONLY

3:00 PM

07-24-2023 X

14. NAME AND ADDRESS OF OFFEROR

15. TELEPHONE NUMBER

16. REMITTANCE ADDRESS

CODE

FACILITY CODE

17. The offeror agrees to perform the work required at the prices specified below in strict accordance with the terms of the solicitation, if this offer is accepted by the Government in writing within __________ calendar days after the date offers are due.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

AMENDMENT

NUMBER

DATE.

20a. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 20b. SIGNATURE 20c. OFFER DATE

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( 41 U.S.C. 3304(a) (

26. ADMINISTERED BY

27. PAYMENT WILL BE MADE BY

PHONE:

FAX:

28. NEGOTIATED AGREEMENT

29. AWARD

Your Contractor agrees offer on this solicitation is hereby accepted as to the items listed. This to furnish and deliver all items or perform all work requirements identified award consummates the contract, which consists of (a) the Government on this form and any continuation sheets for the consideration stated in solicitation and your offer, and (b) this contract award. No further cont-this contract. The rights and obligations of the parties to this contract ractual document is necessary.

shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications incorporated by reference in or attached to this contract.

30a. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED 31a. NAME OF CONTRACTING OFFICER

TO SIGN

30b. SIGNATURE 30c. DATE 31b. UNITED STATES OF AMERICA 31c. AWARD DATE

BY

OFFER

AWARD

STANDARD FORM 1442 (REV. 8/2014) BACK

(Include ZIP Code) (Include area code) (Include only if different than Item 14.)

(Insert any number equal to or greater than the minimum requirement stated in Item 13d. Failure to insert any number means the offeror accepts the minimum in Item 13d.)

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each) (Type or print) (4 copies unless otherwise specified) (Type or print) (Type or print) (Contractor is required to sign this document and return _______ copies to issuing office.)

(Contractor is not required to sign this document.)

(Must be fully completed by offeror) (To be completed by Government)

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

See Price Schedule.

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan

PR

00921-3201 Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin

TX

78714-9971 Ana G. Alvarado

NCO815L3-0313

Table of Contents

A.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Design-Build Services to Install Heat Machine Main Building project number 672-23-200 at VA Caribbean Healthcare System (VACHS) in accordance with contract terms and conditions.

Period of Performance is 555 calendar days after receipt the NTP.

Contract Period: Base POP Begin: 09-29-2023 POP End: 04-06-2025 PRINCIPAL NAICS CODE: 236220 - Commercial and Institutional Building Construction PRODUCT/SERVICE CODE: Z2DA - Repair or Alteration of Hospitals and Infirmaries

Note: The POP Begin and POP End are estimated dates and will be updated through a modification to show the notice to proceed dates.

A.4 DELIVERY SCHEDULE

10 Calle Casia San Juan, PR 00921 3201

USA

787-641-7582 Ext. 110436 sixto.ortiz-diaz@va.gov

Design-Build services to install a heat machine at main building for project number 672-23-200 at VA Caribbean Healthcare System (VACHS).

Page 1 of Page 1 of

STATEMENT OF WORK

INSTALL HEAT MACHINE AT MAIN BUILDING

PROJECT # 672-23-200

DESIGN BUILD SERVICES

PART I – GENERAL

A. Project Description

This request is for a Design/Build project to provide an energy conservation system consisting of heat machines to be implemented at the Main Building. A previous design from Jose Luis Garcia Consulting Engineers shall be used as basis of design and for bidding purposes (See Attachment 12 & 13 Drawings). The contractor shall perform a thorough field assessment of the existing chilled and re-heat water systems infrastructure, operations, and all required information to develop and install a complete system. Electrical systems shall also be thoroughly assessed for capacity and equipment feasibility. An existing Main Distribution Panel (MDP) serving the Main Chiller Plant motor control center (MCC) is available for a new heat machine equipment MCC. This MDP is located near Community Living Center HVAC chillers. Design/Build contractor shall be responsible of performing all field measurements and calculations that deem necessary for a complete design. As-built drawings shall be provided for reference, however the contractor is responsible to verify its accuracy.

Design/Build Engineer of Record (EOR) shall be a licensed professional (P.E) engineer. Final design drawings shall bear the stamp of the EOR.

a. Provide all labor, materials, tools and equipment, and design-build services necessary for design and construction of this project to provide and install a complete heat machines system. other specific tasks as further defined by this Request for Proposal (RFP).

b. This document contains minimal submission requirements specified for each submission in the production of Construction Documents for this project. It will give VA reviewers and the Design Build (DB) a clear understanding of what is required at each stage of design.

c. The goal of this SOW is to ensure the quality of VA facilities while controlling construction and operating costs. This document is not to be used as a standard design and does not relieve the project DB responsibilities to develop a complete and accurate project design that best meets the users' needs and applicable code requirements.

d. This document does not relieve the DB firm of their professional responsibility to produce a correct, complete, and fully coordinated set of Construction Document.

e. System design shall be as per VA HVAC Design Manual, VA Master Specifications, ASHRAE, National Electric Code, latest editions, and all applicable codes. Publications can be obtained by the DB at the following Internet addresses:

http://www.cfm.va.gov/til/dManual.asp http://www.cfm.va.gov/til/dGuide.asp http://www.cfm.va.gov/TIL/sDetail.asp http://www.cfm.va.gov/TIL/spec.asp

f. All materials and equipment shall comply with the statutes of the Buy-American Act currently in effect.

g. Contractor shall be responsible to obtain the services of an independent party to prepare and execute a full-system commissioning plan and report. Commissioning plan shall be approved by the Design/Build EOR and submitted to VA for review and final approval.

h. Contractor is responsible to obtain all applicable state and federal construction permits.

B. Contract period of performance (Design + Construction): 555 calendar days.

C. Definitions

1. Design-Build (DB) as defined by the 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.

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

3. Project Manager: The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer and the Contracting Officer's authorized representative at the construction site. When more than one Project Manager is assigned to a construction project one is designated as being in charge and is called the "Senior Project Manager". The Project Manager is responsible for protecting the Government's interest in the execution of the construction contract work. His 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 Senior Engineer recommends change order to CO based on all project fact findings for review and approval of CO, including all reviews as required. Should the VA require any additional work for which the contractor will incur additional cost or extended time, the contractor is to obtain the approval of the Contracting Officer BEFORE beginning any work approved by the Project Manager.

4. Design Build Contract: This term, as used herein, refers to the Contract 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.

PART II – RESPONSIBILITIES

A. Design-Build Team

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

2. 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 is one and the same firm (not a J/V) those consultants shall be subcontractors of DB firm not the construction subcontractors.

3. 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).

4. After Award is issued by Contracting Officer and prior to Notice to Proceed, Contractor shall start the SAC process (fingerprints) in order to obtain a VA Identification. Notice to Proceed will not be emitted until all NON-PIV identification is emitted to DB Team.

5. Prior to mobilization and construction, the contractor shall request and have approved an Infection Control Construction Permit, Construction Safety Certification, and an Interim Life Safety Measures Certification from VACHS. Contractor shall provide all applicable environmental documents and related Environmental Quality Board approved Permits for construction.

6. Contractor shall completely prepare site, prior to the installation of the equipment, and furnish labor, equipment and materials to perform work for this specific project as required by this Statement of Work.

7. Project’s associated construction and temporary work shall conform to the latest VA Specifications, VA Standards, Energy Conservation Methods, EPA, OSHA, NFPA, NEC, Life Safety Code, IBC, Local, Federal and Industry requirements and regulations.

8. The contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire job.

9. The contractor shall comply with all applicable federal, state and local requirements for protecting the safety of the contractor’s employees, building occupants and the environment. All applicable standards of the Occupational Safety and Health Administration (OSHA) shall be followed when working in accordance with this project. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space.

10. Contractor shall visit the site before submitting their final proposal. Visits to the site shall be made by appointment with the Contracting officer.

11. Contractor shall have comprehensive knowledge, experience, expertise, equipment and personnel to complete this work.

12. Contractor shall keep the VA Project Manager continuously informed of the status and progress of the project.

13. Detailed Schedule and Narrative: The Contractor shall provide a detailed phasing schedule and written narrative, indicating specific dates for each step of the construction process in concurrence with the progress schedule.

14. Contract Progress Schedule: The progress schedule will be provided in a time scaled bar graph format for each project phase. 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 a detailed breakdown of the construction tasks. All schedule items will show a start date and a completion date.

15. Breakdown the design/construction period in at least eight construction tasks as required, (e.g.: Design Submission (Schematics, Design Development and Construction Documents), site preparation, demolition, equipment procurement, equipment/materials delivery, equipment installation, architectural finishes, tests, and final inspection, etc.)

16. The Contractor shall develop a well-organized, practicable and complete written narrative construction phasing for the proposed project in order that the normal hospital operations will not be interrupted except by previous and timely coordination with VA staff through the Project Manager.

17. The Contractor shall specify how much allowance has been made for adverse weather in the schedule.

18. The Contractor shall specify the days of the week and the hours of construction operations during each phase of the work.

19. The Contractor shall prepare written minutes of each meeting with the Government concerning contractual, design and construction matters. Copies of the minutes shall be furnished to the Contracting Officer and Project Manager within forty-eight (48) hours of each meeting for VA review. The Contractor shall prepare written records of phone conversations addressing major project issues and furnish a copy to the Contracting Officer within five calendar days of contract.

20. The Contractor shall develop a complete set of as-built drawings at the end of the construction work and submit it for VA review and approval.

21. Any related supporting system, apparatus, material or work not mentioned, or any incidental accessories necessary to make the work complete in all respects and ready for operation even if not particularly specified, shall be furnished, delivered and installed by the Contractor without additional cost to the Government.

22. Construction General Sections' applicable requirements: the Contractor shall comply with the applicable construction project requirements (e.g. submission of final as-built drawings, shop drawings, tests, safety requirements, new material and equipment provision and installation requirements, Buy American Act, payment and performance bonds requirements; insurance requirements; progress payments and schedules, work inspection and supervision, daily logs requirements, material and workmanship, warrantee, cleaning up, accident prevention, and other requirements) included in the specifications.

B. SUBMITTALS – SYSTEMS DESIGN

1. "SCHEMATIC DESIGN and DESIGN DEVELOPMENT " – 35% Submission

a. Schematic Design for this construction project is a means of identifying alternative approaches to correcting physical and functional deficiencies on the conceptual plan.

b. The development of this Schematic Design is an interactive process between VAMC staff and the Design Build Contractor in order to produce a narrative and graphical description of possible alternatives.

c. The Schematic Design shall provide a well-organized narrative and design schematic alternative approaches with respect of functional operation, demolition, maintenance and construction cost.

d. The Schematic Design shall contain, but not limited to, the following:

1) Plot Plans showing:

a. Location of the existing and the alternative locations of the new facility and related equipment. Architectural and structural design approach.

b. Coordination drawings showing all units and systems to be upgraded replaced and/or added.

c. Electrical design approach in a narrative form.

d. Ventilation and A/C design approach in a narrative form.

e. New controls schematic design approach in a narrative form.

2. "DESIGN DEVELOPMENT (DD)" – 65% Submission

a. Submit Design Development plans in accordance with the applicable requirements of the design development submission of Handbook H-08-15, Vol. C and the review comments of the approved Schematic Design submission.

b. VA Master Specifications Sections may not cover some of the project elements. It is the responsibility of the Design Build Contractor to develop the final specific requirements for each unit of work introduced into the project. New technical specifications developed by the Design Build Contractor shall be in the same format as that used in VA Master Specifications.

c. The Design Build Contractor shall submit two (2) copies of the first submission for review and approval that includes the schematic and design development phases of the design. The A/E shall submit a copy to the Life Safety/Fire Prevention Third Party Evaluator for their evaluation. The A/E shall provide a verbal presentation of his work to the VA Staff during the review process.

d. Design narrative and engineering calculations shall be submitted for review.

e. Calculations, potential energy savings and Return of Investment (ROI) shall be submitted for review.

f. After approval of the 65% submission, construction activities can be started with equipment and material submittals approved by the EOR and VA.

3. “Construction Documents” – Final 100% SUBMISSION

a. The Design Build Contractor shall submit 2 Full and 2 half hard copies of the corrected final set of construction documents for construction. In addition, one (1) copy on electronic format (PDF and Autocad Version).

b. Prior to issue construction documents for bid, the Design Build Contractor shall make any changes to the documents identified as necessary during the review conference with VA; and deliver the revised drawings to Project Manager and Center Director for signature.

c. Drawings shall bear the stamp of the Design/Build Engineer of Record.

C. SUBMISSION SCHEDULES

Schedule Objectives - The anticipated completion of this project is 555 calendar days after “Notice to Proceed” (NTP). The contractor design work shall last 180 calendar days, however, two weeks (14 days) per submission will be allowed for Government revision (total of 42 days).

1. First Submission 35%

a. Within 60 calendar days after the Notice to Proceed submit the "SCHEMATIC and DESIGN DEVELOPMENT DESIGN" in accordance with clause 2 of submittal section for review and approval. Coordinate with the Contracting Officer and provide the verbal presentation. VA will return the design documents review comments, two weeks after the presentation.

2. Second Submission 65%

a. Within 150 calendar days after the Notice to Proceed submit the "Construction Documents" in accordance with clause 3 of the design submission section for review and approval. Coordinate with the Contracting Officer and provide a verbal presentation.

3. Final Submission – 100%

a. Within 180 calendar days after the Notice to Proceed submit the reviewed final 100% "Construction Documents" for bid. Provide to VA all originals and 2 copies on electronic format (PDF format) of the final set for bidding.

b. Provide two (2) hardcopies of all documents, including two (2) full-size and two (2) half-size drawings. Provide one (1) CD with all electronic documents, including drawings in both PDF and DWG formats.

After construction and equipment commissioning is complete, the contractor shall prepare and provide equipment Operations and Maintenance manuals as part of the project closeout documentation. Contractor shall provide a spare parts list for each equipment. In addition, spare parts shall be provided for each equipment installed.

During commissioning activities, training to VA personnel shall be provided. VA personnel shall be assigned to be present during the commissioning period.

Contractor shall include on its proposal extended full equipment warranties that shall cover up to four (4) years after equipment delivery.

PART III – PROPOSAL REQUIREMENTS

A. General

1. Proposal shall be based on solicitation documents issued for project Number 672-23-200. 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. Refer to Solicitation Instructions to All Offerors.

PART IV – POST AWARD REQUIREMENTS

A. Construction Document Preparation

1. Design Review Submissions:

a. The Design-Build shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs RFP (VA RFP), and prevailing standards and codes.

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

c. All submission packages will be reviewed at (35%), (65%) and (100%) completion stages. The (100%) review submission packages will incorporate the final review comments from the (75%) review. The final review submission packages will incorporate the final review comments from the (100%) 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.

d. Each review submission package shall include 2 hard copy sets and 1 set on CD-ROM. Coordinate electronic software version requirements with VAMC Project Manager and A/E. The package will include an index of drawings (by sheet number and title) and specifications (by section number and title) submitted. The DB Project Manager will distribute the packages to the VA Project Manager and Contracting, and others as determined to be appropriate.

2. Design Review Meetings:

a. 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).

b. 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.

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

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

2) The review meeting.

3) DB team receipt of comments from the VA, either electronically, or by hard copy delivery.

d. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager for the VA and the DB Team Project Manager for the DB Team.

3. Electronic Media:

a. Design review submission drawings and final Construction Document submission drawings will be executed in electronic format AutoCAD (coordinate electronic software version requirements with VAMC Project Manager). Also, provide drawings in PDF format.

b. The drawings included in the VA RFP will be available to the DB team in electronic format in AutoCAD (coordinate electronic software version requirements with VAMC Project Manager).

c. 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 CAD drawing files are provided without warranty or obligation on the part of the RFP Architect/Engineer 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 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 CAD drawing files.

d. 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 materials will be executed in electronic format Microsoft Office 2000, Word 9.0.

e. The specifications included in the VA RFP shall be available to the DB team in electronic format in Microsoft Office 2000, Word 9.0, for use in preparing the construction specifications. 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 RFP Architect/Engineer as 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.

f. The construction record drawings shall be completed in AutoCAD (coordinate electronic software version requirements with VAMC Project Manager).

g. Construction shop drawings are not required to be completed in AutoCAD or FastCad.

4. Professional Licensing:

a. 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.

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

5. Approved Construction Documents:

a. The final construction document submission package will be submitted by the DB team for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the DB team. The VA will have 10 calendar days to take approval action.

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

c. The final construction documents submission package will incorporate all VA supplied comments from the earlier 25% and 75% submission package reviews and will comply with the VA RFP.

d. 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.

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

6. 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 drawing shall be coordinated using the VHA Program Guide PG-18-3, Topic 2, titled Drawings; a copy of this document is provided along with this RFP. The construction drawings shall include a coordinated set of the following:

a. Civil engineering drawings including demolition plans, utility plans, and details.

b. Architectural drawings including floor plans, elevations, sections, wall sections, reflected ceiling plans, and paint schedule.

c. Structural drawings including foundation details, slab details, beams and columns details, general notes, and all related calculations.

7. 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:

a. 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.

b. 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

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

8. Design Requirements - Compliance with codes and standards.

a. Project design shall be in compliance with applicable VA standards and codes.

b. 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.

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

9. Quality Assurance/Quality Control:

a. 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.

b. 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.

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

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

B. Construction Period Submittals

1. The DB contractor shall distribute a total of 4 sets of the approved construction documents prepared by the DB Team to the VA and RFP AE, as directed by the VA Project Manager.

2. Other submittals - The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the VA Project Manager.

3. 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 Project Manager at all times.

4. 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 PM. The VA PM will have final approval authority. The DB A/E 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 Project Manager (PM) in writing of any and all deviations from the requirements of the construction documents that he has found in the submittals.

C. Project Close-Out

1. 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. Required as built drawings and specifications will be submitted in the same format required for the construction documents.

D. Site Visits and Inspections

1. During the construction period the DB A/E shall make weekly visits to the project site when requested by the Project Manager (PM). The Project Manager (PM) may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The Project Manager (PM) has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the Project Manager 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 Project Manager (PM) within three workdays following the site visit date.

PART V. OTHERS REQUIREMENTS

A. SPECIAL OPERATION/CONSTRUCTION CONSIDERATIONS

1. Noise and Vibration: Contractor shall minimize noise and vibration that will disrupt patient care at each building. Please refer to Specs 01 57 19 TEMPORARY ENVIRONMENTAL CONTROLS.

2. Infection Control: Contractor will need to comply with VACHS’s Infection Control Guidelines on Construction and Renovation, Center Memo No. 11B-17-05.

3. Parking: VACHS will not provide parking to contractor.

B. CONSTRUCTION DOCUMENT PREPARATION

1. Design Review Submissions

a. The DB contractor shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs RFP (VA RFP), and prevailing standards and codes.

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

c. The design documents for each submission may include, but not limited to: assessment reports, drawings, technical specifications, design narrative/analysis, submittal list, cost opinion, material specifications, and finishes samples among others.

· All submission packages will be reviewed at (35%), (65%), and (100%) completion stages. The (100%) review submission packages will incorporate the final review comments from the (100%) review. The final review submission packages will incorporate the final review comments from the (100%) 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 contractor.

· For a better understanding of the proposed design by people without architectural or engineering background, the DB contractor shall submit a tridimensional rendering with each design submission (one rendering per design option). The renderings shall show the true colors of the materials and texture to be used in the construction of the project, proposed space, and the surroundings in enough detail to predict the final appearance of the project. Mount the rendering(s) on 457 mm high by 609 mm wide (18 in. by 24 in.) "Bristol board". Provide borders of 25 mm (1 in.) at the top and sides and 50 mm (2 in.) at the bottom.

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

3. The DB contractor shall allow time for review cycle. A cycle includes:

i. The VA’s receipt of the design review submission package (See submission schedule).

ii. The review meeting.

iii. DB contractor receipt of comments from the VA, either electronically, or by hard copy delivery.

iv. Coordination of the review meeting schedules will be the responsibility of the VA Project Manager for the VA and the Project Manager for the DB contractor.

E. Electronic Media

1. The Contractor shall prepare written minutes of each meeting with the Government concerning contractual, design and construction matters. Copies of the minutes shall be furnished to the COR and Contracting Officer and within two (2) calendar days of the meetings. The Contractor shall prepare written records of phone conversations addressing major project issues and furnish a copy to the COR and Contracting Officer within two (2) calendar days of contract.

2. Existing as built/record drawings can be made available to the CONTRACTOR; however, their accuracy along with survey, subsurface information and data is not guaranteed and shall be completed and verified by the CONTRACTOR as part of the investigative services.

3. The construction record drawings shall be completed in AutoCAD (coordinate electronic software version requirements with VAMC Project Manager).

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

F. Approved Construction Documents

1. The final construction document submission package will be submitted by the DB contractor for approval by the VA after completion of the 100% review cycle for the final package to be submitted by the DB contractor. The VA will have 10 calendar 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 35% and 100% submission package reviews and will comply with the VA RFP. 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 contractor.

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

G. Construction Drawing Preparation

1. The Construction Documents (CD) represent the submission of the hundred percent (100%) of the design progress. The submittal of the CD shall be in accordance with the applicable requirements of the construction documents submission of VA PG 18-15 and the review comments of the approved earlier submission package reviews. Submission requirements are detailed at the following internet address: ttp://www.cfm.va.gov/TIL/. Other requirements are detailed hereon.

2. The DB contractor shall submit the 100% design documents in accordance with this contract. Design narrative/analysis, construction drawings, renderings, technical specifications, construction phasing, submittal list, catalog cuts, equipment description, schedule of work and all related construction documents shall be completed, coordinated and ready for the final review and approval.

3. Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the BD contractor. The drawing shall be coordinated using the VHA Program Guide PG-18-3, Topic 2, titled Drawings.

H. Construction Specifications

1. 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:

· 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;

· 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

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

· Compliance with Codes and Standards

2. Project design shall be in compliance with applicable VA standards and codes.

3. See Approved Construction Documents, above, for required inclusion of design review comments.

4. The DB contractor 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. The DB contractor shall advise the Contracting Officer of any variances with the applicable Department…