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Project # 614-18-101 Design-Build to Renovate Bldg. 1A D416 Satellite Pharmacy for USP 800.
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11-01-15

SECTION 00 11 21

REQUEST FOR PROPOSAL TO DESIGN BUILD

RENOVATE BUILDING 1a D416 SATELLITE PHARMACY FOR USP 800 614-18-101 va MEDICAL CENTER MEMPHIS TN

A.PART I - General
A1.Scope of Contract
Provide all labor, materials, tools and equipment, and design-build services necessary for design and construction of a project described here-in and other specific tasks as further defined by this request for proposal (RFP).

This design build project “Renovate Building 1A D416 Satellite Pharmacy for USP 800” will renovate approximately 740 square feet of existing Pharmacy space used for both sterile and hazardous drug compounding that must be brought into USP 800 compliance. The existing D416 Satellite Pharmacy space, which includes D416A Sterile Prep and D416B Chemo, has to be reconfigured to provide the proper arrangement of preparation areas and ante space. HVAC also has to be reconfigured to provide the proper air exchanges and air pressure relationships between rooms. Work will also include the replacement of finishes for floors, ceilings, and walls; pass-thru windows, doors, frames; changes to electrical for lighting, power, and communication to accommodate the reconfiguration; changes to plumbing to accommodate the reconfiguration; and replacement of casework cabinets and countertops. The existing laminar flow hood will remain. The existing fume hood will be replaced as part of the design build contract.

A2.Definitions
A.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.
1.Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.
2.Administrative Contracting Officer: The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer.
3.Contracting Officer Representative (COR): The Contracting Officer's authorized representative at the construction site. The COR 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, recommendation for changed work, approval of all submittals, samples, shop drawings, etc.
4.Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.
5.Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.
6.AE: This term, as used herein, refers to the ArchitectEngineer firm(s)that are a part of the DB team, also referred to as DB/AE.
B.Selection Procedure - During the review of offers the VA may ask for additional information. The VA may initiate action to award a contract at any point after review of the offers. Therefore, offers should reflect the offeror’s best terms both from a technical and cost standpoint. See FAR 52. 215-1, Instructions to Offerors - Competitive Acquisition (Jan 2004.
C.Tentative Schedule (calendar days):
Request for proposal issued
1 day
Pre-proposal conference
7 days
Proposal submitted
21 days
Contract award
21 days
Notice to proceed
10 days
Construction completion/final inspection/ custody receipt
150 days
D.Schedule Objectives - The anticipated completion of this project is 150 days after “Notice to Proceed” (NTP). The proposed schedule may be shorter than this, see Part III, C3, 3c.
A3.Cost Range
The anticipated cost range for this project is between $250,000 and $500,000.
A4.Pre-Proposal Conference
A pre-proposal conference will be held on (INSERT DATE, TIME, AND PLACE). All offerors, consultants, subcontractors, manufacturers and suppliers are invited to attend. The following agenda is furnished for this meeting:
1.Open meeting;
2.Review of project and design build method for construction contracting;
3.Specifications, Network analysis system and project phasing;
4.General requirements, Solicitation Documents and Offer Submission Procedure;
5.Review of "Buy American Act";
6.Questions and answers;
7.Close; and
8.Site walk through – attendance is optional.
A5.Selection Criteria and Weightings
A.General proposals will be evaluated and award will be made on the basis of both cost and technical considerations most advantageous to the government as per FAR Part 15. In descending order of importance evaluations will be based on cost, construction management, past performance, schedule and (small disadvantage business participation *). Responsibility determination will be made in accordance with FAR 9.1, Responsible Prospective Contractors.
B.Technical Evaluations - All technical factors when combined are approximately equal in importance to cost or price. Evaluations will be based on the following technical weightings in descending order of importance:

60% - construction management including corporate project experience, personnel experience, technical/management approach 20% - past performance 10% - schedule 10% - small disadvantaged business participation**

C.Cost Proposal - Offerors are advised that if the technical proposals are essentially equal, award will be made on the basis of the lowest cost.
B.PART II - RESPONSIBILITIES
B1.VA Team
A.The VA team is comprised of the Contracting Officer, a COR who will be located at the construction site, and VA medical center staff. The coordinator/manager of the VA team will be the COR.
B2.Design-Build Team:
A.The DB team includes all J/V partners, consultants and subcontractors to the one firm. The DB team shall provide Architectural and Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for construction of the project.
B.If the DB Team A/E and contractor are a J/V (not one and the same firm) engineering and other technical consultants shall be subcontractors of the J/V Architect - not the Design-Build construction contractor or subcontractors. If the DB Team A/E and contractor are one and the same firm (not a J/V) those consultants shall be subcontractors of DB firm not the construction subcontractors.
C.The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the DB Team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required time period (contract length).
C.PART III - PROPOSAL REQUIREMENTS
C1.General
A.Proposals shall be based on solicitation documents issued for RFP Solicitation Number ______, Specification Number ____. Proposals will be in the format stipulated elsewhere in this section.
B.Proposals shall be received before __________. There will be no public opening of the proposals.
C.Submit sealed offers to:
1.US Postal Service Deliveries:

_________, Contracting Officer Network Contracting Office 9 Department of Veterans Affairs 1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129; OR

2. Commercial Delivery Services / Hand Carry (Monday- Friday, 7:30 am to 4:30 PM):

_________, Contracting Officer Network Contracting Office 9 Department of Veterans Affairs 1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

D.Technical and Cost sections of the Offers proposals will be evaluated independently. Offeror shall separately bind each section. Each section must therefore be labeled with the Offeror's organization, business address, and VA Project Number. Offerors shall affix their names and return addresses on their envelope/packaging. E. Carefully follow “Instructions, Conditions, and Notices to Offerors”. Optional Form 308 (Solicitation and Offer – Negotiated Acquisition) shall be used for submitting cost offers. Submit original and four copies of Optional Form 308 with a bid guarantee as stipulated in the Section “Instructions, Conditions, and Notices to Offerors”:
1.Offeror shall submit separate prices for any Bid Items indicated on the RFP Offer and award;
2.Offeror shall include all required Representations and Certifications; and acknowledge receiving amendments by number.
C2.Proposal Revisions (FAR 52.215-1)
A.If determined to be necessary, proposal revisions will be requested from the proposals received. The Contracting Officer will identify those offerors, whose proposals are within the competitive range, considering the selection criteria identified in this section. Negotiations may be conducted with those offerors falling within the competitive range, after which proposal revisions will be requested. Those selected as within the competitive range will be given 7 calendar days to prepare their proposal revisions. Sealed proposal revisions will be submitted as per Part III.C1.C, above, except as noted below and will be due at a time and place to be determined.
B.Offerors submitting proposal revisions will not be requested to re-submit any documents which are unchanged from their initial proposals. They should provide necessary changes to individual paragraphs, as briefly as possible, together with a table of contents, that clarifies where within the initial proposal the additional information or changed documents would be placed. Proposal revisions shall include a completed Optional Form 308 (Solicitation and Offer – Negotiated Acquisition) and Optional Form 309 Amendment of Solicitation that acknowledges receiving all amendments, by number. A new bid bond shall be submitted only if the final proposal revisions offeror’s price proposal is greater than it’s initial price proposal.
C3.Technical Proposal Requirements
A.The proposal shall address the following evaluation factors. Evaluation scores will be based, in order of importance, upon the criteria in Part I, A6:
1.Construction Management:
a.Corporate Project Experience - The Offeror shall demonstrate corporate experience with no more than three projects completed within the last five years by a Design Build contract (Design Build as defined by the VA, see article A1.2) and/or contract similar in size and scope to this project. Scoring will be more favorable if both criteria are met. In describing project design and construction experience, provide the following information:
1)Project title, location and brief description including the building use (Medical Facility etc) and contracting method (design build, design bid construct, CM at risk etc).
2)Project owner and name and telephone number of owner’s contact person.
3)Project Design Architect and Engineers (consultants if utilized) and name and telephone number of contact person(s). Note each firm and employee also proposed for this solicitation.
4)Project Prime Contractor and Major Subcontractors and name and telephone number of contact person(s). Note each firm and managing persons (project manager/superintendent/foreman as the case may be) also proposed for this solicitation.
5)Project Statistics including start and completion dates (original vs. actual) for design and construction; cost (with brief explanation of what is included in the cost); square footage; foundation type; number of levels; and any awards (prizes) received.
b.Project Personnel Experience (Specialized experience and technical competence). The Offeror shall demonstrate the relevant experience of key project personnel.
1)Biographical data shall include the following:
a)Name of individual.
b)Company employed by.
c)Company position title.
d)Years with the company.
e)Describe work experience with projects that; were completed by the design build process, were medical facilities and the company (by name) they worked for when involved in the project.
f)An indication of which (if any) projects submitted under Corporate Experience (above) the individual participated in and what the individuals responsibility was for that project.
g)An indication of which other individuals submitted under Project Personnel Experience this individual has worked with and the project they worked on together, noting if that project has been submitted under Corporate Experience (above).
h)Position that the individual will hold in regard to this contract/project team, description of duties and what percentage of the individual’s time would be committed to the project during both the design and construction phases.
i)Describe job related educational experience including degrees, certificates etc and granting institutions.
2)Supply this biographical data for key personnel for at least the following: (Note if one individual is proposed for more than one position listed):
a)Overall Project Manager.
b)(Architect) Design Project Manager.
c)Construction Project Manager.
d)Architect/Engineer Field Representative.
c.Technical/Management Approach - The Offeror shall demonstrate the following, relevant to the subject procurement.
1)Project Delivery Philosophy - Include expectation statements concerning:
a)Elements for Successful Partnering: Communication, Commitment and Conflict Resolution.
b)Proposed Design Period Peer Review technical/administrative by VA)
2)Quality Assurance/Quality Control Plan
3)Project Organizational Chart and Narrative - Include team members submitted under Project Personnel Experience above. Clearly describe the prime responsible firm (or firms if a J/V) and individuals as well as the roles and responsibilities of individuals proposed as consultants and sub contractors. Provide a list all consultants and all proposed major subcontractors, including telephone number, address, and name of contact.
4)Capability to perform:
a)Provide the offeror's total bonding capacity, current available bonding capacity and expected available capacity in 2018.
b)Provide the offeror's current workload and availability of adequate staff listed under Project Personnel Experience to manage the project. Include project schedules for current and pending projects, as well as the anticipated impact of this project on those schedules and staffing plans.
2.Past Performance (Client Satisfaction) - Contact persons supplied for projects submitted under Construction Management -Corporate Project Experience above will be contacted by the Evaluation Panel. These contact's responses will be scored based on the following elements with projects participated in by the Prime (Construction Contractor and Architect firm) being weighted more heavily than projects participated in by consultants, subcontractors and individuals.
a.Client Overall Satisfaction with Project: Contact persons will be asked "does the project fulfill the requirements of the clients stated function, does the project require unexpected maintenance activity, and have latent defects been found?"
b.Client Overall Satisfaction with Design Build Period Services: Contact persons will be asked "Was the team's response time to clients questions acceptable? Was the staffing level consistent with the project size and complexity? Was communication of schedule and problem issues adequate and consistent? Was there an established problem solving routine? Would the client like to use this firm again?"
3.Schedule:
a.The progress schedule will be in a time scaled bar graph format. The horizontal axis will be scaled for time beginning with the Notice to Proceed and concluding with contract completion. The vertical axis will show the milestones and major portions of the contract work. All schedule items will show a start date and a completion date. The detailed schedule, will indicate specific tasks with dates for each step of the process including:
1)Design Period: The design period sub periods (i.e., first and second reviews, other meetings, internal QUALITY ASSURANCE /QUALITY CONTROL plan reviews, etc.).
2)Construction Period: Mobilization; Demolition method and sequencing; Procurement and installation of materials; Provisions for overtime or shift work; Tests and final inspection.
3)General Project Delivery Schedule and Narrative - Show relationships between construction document development/completion (including required review activities) and construction activities.
b.The Offeror shall specify the days of the week and the hours of construction operations during each phase of the work, and the percentage of contract completion that will be achieved at the end of each month of the contract.
c.Short Schedules - The Offeror will provide a written commitment as to the time frame (number of days after receipt of the notice to proceed) within which the Offeror will guarantee completion. The maximum anticipated completion of this project (including design and construction of the entire project) is indicated on the OF308 (Solicitation and Offer). Shorter schedules, if obtainable, may receive more favorable scoring. The offerors time frame will establish the contract completion date and assessment of liquidated damages (see FAR 52.211-12 Liquidated Damages) will be based on that date.
D.PART IV - POST AWARD REQUIREMENTS
D1.Construction Document Preparation:
A.Design Review Submissions:
1.The Design-Build Team A/E (DB A/E) shall prepare and submit complete construction documents for review and approval by the VA in accordance with standard professional practice, the Department of Veterans Affairs RFP (VA RFP), and prevailing codes.
2.The submission packages will be reviewed at (30%) and (95%) completion stages. The (95%) review submission packages will incorporate the final review comments from the (30%) review. If any package is not complete for the required stage a post review may be required the cost of which will be borne by the DB Team.
4.Each review submission package shall include 3 hard copy sets and digital files. The package will include an index of drawings (by sheet number and tittle) and specifications (by section number and tittle) submitted. The packages will be distributed to the VA Contracting Officer and COR.
B.Design Review Meetings:
1.A review meeting to resolve design issues will be held for each design review package submitted. The meeting will include discussion of VA comments on functional relationships and technical review comments.
2.Participants will include VA Staff and DB team members as appropriate for the specific package to be reviewed and others. The DB team members will allow for (1) full day for each design review meeting. DB team management will be present at each review meeting.
3.The DB team shall allow a minimum of ten (10) working days for each review cycle. A cycle includes:
a.The VA’s receipt of the design review submission package.
b.The review meeting.
c.DB teams receipt of comments from the VA, either electronically or by hard copy delivery.
4.Coordination of the review meeting schedules will be the responsibility of the COR and the DB Team Project Manager (for the DB Team). See section H. Quality Assurance/Quality Control.
C.Electronic Media:
1.Design review submission drawings and final Construction Document submission drawings will be executed in electronic format AutoCAD version 2016 or later.
2.The drawings included in the VA RFP will be available to the DB team in electronic format in AutoCAD version 2018 for use in preparing the construction drawings. The CADD drawing files are provided without warranty or obligation as to accuracy or information contained in the files. The user shall independently verify all information in the files.
3.Design review submission specifications and other 8 1/2 by 11 formatted material and final Construction Document submission specifications and other 8 1/2 by 11 formatted materials will be executed in electronic format Microsoft Word 2016.
4.In the development of submissions the DB A/E firm shall utilize certain VA and other design and construction criteria, examples of which can be found below. The design is not limited to these items and should be the result of compliance with applicable codes and standards, the user requests, and DB A/E creativity:

a. VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning Criteria, etc.

b. Joint Commission on Accreditation of Healthcare Organizations (JCAHO) elements shall be considered.

c. NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC)

d. Compliance to all known applicable codes shall be reflected in the completed design and construction contract documents.

Conflicting criteria shall be brought to the attention of the VA for resolution.

VA continually updates information in the Technical Information Library (TIL) used in project design. The DB A/E will be responsible for reviewing the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides World Wide Web addresses for the TIL and commonly used VA standards and references.

The specifications included in the VA RFP shall be available to the DB team in electronic format in Microsoft Word, for use in preparing the construction specifications. Since data stored on electronic media can deteriorate undetected or be modified without the RFP Architect/Engineer’s knowledge, the CADD drawing files are provided without warranty or obligation as to accuracy or information contained in the files. The design builder shall independently verify all information in the files.
5.The following are World Wide Web addresses to commonly used VA standards and references:
Technical Information Library (TIL) home pagehttp://www.va.gov/facmgt/standard/
Accessibility information (PG-18-13)http://www.va.gov/facmgt/standard/accessibility.asp
A-E Design Submission Requirements (PG-18-15)http://www.va.gov/facmgt/ae/des_sub.asp
A-E Review Checklists programhttp://www.va.gov/facmgt/standard/ae_checklist.asp
Design Alertshttp://www.va.gov/facmgt/standard/d_alert.asp
Design & Construction (PG-18-3)http://www.va.gov/facmgt/standard/proc_idx.asp
Design Guides (PG-18-12)http://www.va.gov/facmgt/standard/dg_idx.asp
Design Manuals (PG-18-10)http://www.va.gov/facmgt/standard/manuals.asp
Energy Conservation & Sustainability Programhttp://www.va.gov/facmgt/standard/energy.asp
Environmental Compliance program (PG-18-17)http://www.va.gov/facmgt/standard/env_idx.asp
Equipment Guide program (PG-18-5)http://www.va.gov/facmgt/standard/equipment.asp
Master Specifications Index (PG-18-1)http://www.va.gov/facmgt/standard/spec_idx.asp
National CAD Standards and Details (PG-18-4)http://www.va.gov/facmgt/standard/details.asp
Quality Alerts programhttp://www.va.gov/facmgt/standard/q_alerts.asp
Room Finishes, Door and Hardware Schedulehttp://www.va.gov/facmgt/standard/rooms/rooms.doc
Signage Programhttp://www.va.gov/facmgt/standard/signage.asp
Space & Facility Planning (PG-18-9)http://www.va.gov/facmgt/standard/spacework/
Technical Summarieshttp://www.va.gov/facmgt/standard/tsum_idx.asp
6.The construction record drawings shall be completed in AutoCAD version 2016 or later.
7.Construction shop drawings are not required to be completed in AutoCAD version 2016.
D.Professional Licensing:
1.The DB A/E who prepares the construction documents shall be a professional architect or engineer licensed in the state in which the design work is completed.
2.The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of Record. The DB A/E shall certify compliance with the VA RFP and all applicable codes.
E.Approved Construction Documents:
1.The final construction document submission package will be submitted by the DB team for approval by the VA after completion of the 95% review cycle for the final package to be submitted by the DB team. The VA will have 5 days to take approval action.
2.The final construction documents submission package will incorporate all VA supplied comments from the earlier 30% and 95% submission package reviews and will comply with the VA RFP.
3.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.
4.The approved final construction documents include such details that the project can be constructed and will be used for construction of the project.
5.See PART IV, D2 CONSTRUCTION PERIOD SUBMITTALS for Approved Construction Document distribution.
F.Construction Drawing Preparation - Mandatory material and equipment schedules and details may be indicated either on the drawings or in the specifications, at the option of the DB team. The construction drawings shall include a coordinated set of the following:
1.Architectural drawings including floor plans, elevations, sections, wall sections, reflected ceiling plans, door schedules and details, window schedules and details, room finish schedules, and other details.
2.Fire protection drawings including floor plans and details, including general notes and all related calculations.
3.Plumbing drawings including floor plans, riser diagrams, plumbing fixture schedules, and details, including general notes, and all related calculations.
4.HVAC drawings including floor plans, one-line flow diagrams, equipment schedules, and details, including general notes and all related calculations.
5.Electrical drawings including floor plans (power, lighting, and other systems), one-line diagrams, panel schedules, equipment schedules, light fixture schedules calculations and details
6.Asbestos abatement drawings including floor plans indicating asbestos abatement method.
G.Construction Specifications - Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA RFP. The specifications submitted for review shall include:
1.The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project;
2.Other data as appropriate to clearly identify the product that will be used in the construction of the project i.e. shop drawings, product data, and samples as required by the VA RFP documents; and
3.The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the RFP requirements.
H.Design Requirements - Compliance with codes and standards.
1.Project design shall be in compliance with applicable standards and codes described in VA Program Guides and design materials included or referenced in the solicitation materials.
2.See Section E. Approved Construction documents, above, for required inclusion of design review comments.
I.Quality Assurance/Quality Control:
1.To reduce design errors and omissions, the DB team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.
2.Within 2 weeks of receipt of Notice to Proceed, the DB Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the DB Team member responsible for QA/QC.
a.Upon its completion each task shall be initialed and dated by the responsible DB Team member.
b.A 100% completed QA/QC plan shall be submitted with the final construction document submission package.
D2.Construction Period Submittals
A.The DB contractor shall provide a total of 1 full size and 2 half size sets of the drawings and 2 bound hard copy sets of the specifications of the approved construction documents prepared by the DB Team.
B.Other submittals - The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturers field reports, etc. as required by the VA RFP specifications, to the VA COR.
C.Project record drawings - The DB team will maintain a set of construction documents (field as-built drawings) to record actual construction changes during the construction process as required by the RFP specifications. The project record drawings will be available for review by the VA COR at all times.
D.Shop drawings and submittals - The DB A/E shall check government furnished and/or the DB construction contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor-laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the RFP Documents and construction documents. The DB A/E shall recommend approval, disapproval, or other suitable disposition to the VA COR. The VA COR 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 on complicated system submittals. The DB A/E shall notify the VA COR in writing of any and all deviations from the requirements of the construction documents that he has found in the submittals.
D3.Project Close-Out
The DB team shall comply with the requirements in FAR 4.804 Closeout of Contract Files, for submission of final RFP as built drawings, manuals, and other documents as noted. Required as built drawings and specifications will be submitted in the same format required for the construction documents.
D4.Site Visits and Inspections
During the construction period the DB A/E shall make weekly visits to the project site when requested by the COR. The COR may also request visits for special purposes. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The COR has the prerogative to determine the professional discipline(s) required for any visit. The DB A/E shall observe the construction, advise the COR 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 COR within three work days following the site visit date.

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