36C24924R0016.docx

SUBJECT*

Project 621-24-103 - A/E Restoration of Bldg. # 35 Historic Theater

GENERAL INFORMATION

Lamont and Veterans Way

Mt Home TN

COUNTRY

CONTACT INFORMATION

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contracting Officer Diana K. Grube diana.grube@va.gov 615-225-6510

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A PRESOLICITATION NOTICE – The Department of Veterans Affairs, Network Contracting Office 9 Central Region, 1639 Medical Center Parkway, Suite 204, Murfreesboro, TN, 37129, is issuing this pre-solicitation to request for Architect and Engineering (AE) Firm’s SF330’s for the following project:

Project # 621-24-103, AE Restoration of Bldg 35 Historic Theater for Architectural Design Services at the James H. Quillen Veterans Affairs (VA) Medical Center in Mountain Home, Tennessee.

SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB)

CONSTRUCTION BUDGET DESIGN LIMITATIONS/PROJECT MAGNITUDE:

Construction Budget is $14,500,000.00

NAICS: 541310 – Architectural Services

SMALL BUSINESS SIZE STANDARD: $12.5 million

PROJECT DESCRIPTION: Project 621-24-103, AE Restoration of Bldg 35 Historic Theater. See Attached Statement of Work (SOW)

THIS ANNOUNCEMENT IS NOT A REQUEST FOR AN AE FEE PROPOSAL; NO FEE PROPOSAL SHALL BE REQUESTED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF330 AND THE TOP-RATED FIRM SELECTED.

Interested firms should submit their current SF330 to Diana.grube@va.gov. The SF330s are due on Tuesday, December 19, 2023 at 11:00 AM CT via email. See Electronic Submission Requirements for instructions on submitting your SF330.

The selection of the most qualified contractor will follow the guidance provided in FAR 36.6 – Architect-Engineer Services, except as provided in FAR 36.602-5 – Short Selection Process for Contracts Not to Exceed the Simplified Acquisition threshold.

The Government will not pay, nor reimburse, any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. Firms will be selected based on demonstrated competence and qualifications for the required work.

Bid Deduct Alternates of at least 10% of the approved construction budget shall be developed, planned, and estimated as necessary to ensure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings.

All offerors are advised that in accordance with VAAR 836.606-71 the total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR Clause 52.236-22 (c) - Design Within Funding Limitation, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated AE firm selected to complete the design.

Important Notice: Apparent successful offerors must be registered in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) site at the time of submission of proposal. Failure to be both VERIFIED by the SBA and VISIBLE on VetCert at the time of proposal submission, time of interview, and at time of award will result in the offeror’s proposal being deemed non-responsive. All offerors are urged to contact the SBA VetCert (https://veterans.certify.sba.gov/) and submit the required documents to obtain verification of their SDVOSB status if they have not already done so.

Contract Award Procedure: Before a small business is proposed as a potential contractor, they must be registered in the System for Award Management (SAM) website located at https://sam.gov. Failure of a proposed SDVOSB to be VERIFIED by SBA and VISIBLE in VetCert and registered in SAM at the time the SF 330 is submitted shall result in elimination from consideration as a proposed contractor. The proposed services will be obtained by a Negotiated Firm-Fixed Price Contract.

The review/design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.

The project drawings/design shall follow applicable standards and codes described in VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/.

The submitted SF330s will be evaluated in accordance with the following eight criteria from the Federal Acquisition Regulation Part 36.602-1 and Veteran Administration Acquisition Regulation Subpart 836.602. Then a minimum of three of the most highly qualified firms will be selected to hold discussions regarding concepts and relative utility of alternative methods of furnishing the required services. A fee proposal will be requested from the top-rated firm chosen.

SELECTION CRITERIA:

· Professional qualifications necessary for satisfactory performance of required services,

· Specialized experience and technical competence in the type of work required, including where appropriate, experience in energy conservation, pollution prevention, waste reduction and use of recovered material;

· Capacity to accomplish the work in the required time. Provide the available capacity of key disciplines to perform the work in the required time. Provide the available capacity of key disciplines by providing current project workload, inclusive of all projects awarded by the VA during the previous 12 months and the full potential value of any current indefinite delivery contracts. Offers shall clearly state their available capacity presenting workload percentages for the key disciplines and/or team members. Also, the offeror must provide the completion percentages and expected completion date for the VA projects awarded in the previous 12 months. The information for this factor shall be provided in section H of the SF330. Please ensure the capacity applies toward the team/personnel provided in the SF330.

· Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. The past performance will be evaluated for all projects provided in section F to include a review of Contractor Performance Assessment Rating System (CPARS). The following information is required for all projects noted in section F: contract/task order number, project title, prime firm, start date, and completion date.

Also, consider, as appropriate, the record of significant claims against the firm because of improper or incomplete architectural and engineering services. 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 performing the work under this contract. The information for this factor shall be provided in Section H of the SF330.

If there is no CPARS data available, Past Performance Questionnaires (PPQs) will be accepted. Please utilize the attached PPQ document. Complete PPQs should be incorporated into the SF330 directly. The PPQs will be counted towards the page limitations for this submission.

· Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project. This information should be provided in Section H of the SF330. Note that the intent of this factor is to showcase a firm’s understanding of the site and locality, and not where the firm is located and how they would travel to the site. Information related to the firm’s location, shall be provided in section H, under Secondary selection Criteria Factor 1.

The awarded A/E firm will prepare drawings and specifications in enough detail such that qualified outside General Contracting companies can prepare accurate and timely proposals for the desired work. The awarded A/E firm is responsible for ensuring that the specifications and drawings supplied fully represent all the work described in the Request for Proposal (RFP). The Medical Center must remain operational throughout the construction period and a detailed sequence of work will be provided by the A/E to minimize impact of the construction. The SF330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, type in SF-330 in the “Find a Form” block and click on search.

In accordance with Federal Acquisition Regulation Part 36.209, no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative.

ELECTRONIC SUBMISSION REQUIREMENTS:

Unless paper offers are specifically authorized in an individual solicitation, all responses to solicitations must be submitted electronically as described below. Responses submitted in a paper form are unacceptable and will be returned. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to noncompliance with the terms of the solicitation. You must submit your electronic offer, and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below.

In addition, contractors are notified of the award via an electronic Notice of Award e-mail. The award document will be attached to the Notice of Award e-mail.

Acceptable Electronic Formats (Software) for Submission of Offers:

Files readable using the current Microsoft* Office version Products: Word, Excel, and PowerPoint. Please see security note below for caution regarding use of macros. When submitting construction drawings contractors are required to submit one set in AutoCAD and one set in Adobe PDF (purpose: contracting can open the PDF version and engineering can open AutoCAD files).

Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater, Other Electronic Format: If you wish to submit an offer using another format other than described in these instructions, e-mail the Contracting Officer who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your offer; and please note that we can no longer accept .zip files due to increasing security concerns.

E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as offers.

Subject Line: Include the solicitation number, name of company, and closing date of solicitation, Size: Maximum size of the e-mail message shall not exceed five (5) megabytes. Only one email is permitted unless otherwise stated in this paragraph or in writing by a Contracting Officer, and

The offer will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission.

SECURITY ISSUES, LATE BIDS, UNREADABLE OFFERS:

Late submission of offers is outlined at FAR Parts 52.212-1(f), 52.214-7, and 52.215-1(c) (3). Particular attention is warranted to the portion of the provision that relates to the timing of submission.

Please see FAR 15.207(c) for a description of the steps the Government shall take regarding unreadable offers.

To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus, or which are otherwise unreadable will be treated as “unreadable” pursuant to FAR Parts 14.406 and FAR 15.207(c).

The virus scanning software used by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be quarantined. You may send both the spreadsheet and the spreadsheet saved in PDF format to ensure that your proposal is readable.

Password protecting your offer is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated individuals.

FAR 52.219-27 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (October 2022)

NOTICE OF SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (OCT 2022)

(a) Definition. "Service-disabled veteran-owned small business concern"—

(1) Means a small business concern–

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.

(2) "Service-disabled veteran" means a veteran, as defined in 38 U.S.C.101(2), with a disability that is service-connected, as defined in 38 U.S.C.101(16).

(b) Applicability. This clause applies only to—

(1) Contracts that have been set aside for service-disabled veteran-owned small business concerns;

(2) Part or parts of a multiple-award contract that have been set aside for service-disabled veteran-owned small business concerns;

(3) Orders set aside for service-disabled veteran-owned small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F); and

(4) Orders issued directly to service-disabled veteran-owned small business concerns under multiple-award contracts as described in 19.504(c)(1)(ii).

(c) General.

(1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation will be made to a service-disabled veteran-owned small business concern.

(d) A joint venture may be considered a service-disabled veteran owned small business concern if—

(1) At least one party to the joint venture complies with the criteria defined in paragraph (a) of this clause and 13 CFR 125.18(b)(2); and

(2) Each party to the joint venture is small under the size standard corresponding to the NAICS code assigned to the procurement, or the protégé is small under the size standard corresponding to the NAICS code assigned to the procurement in a joint venture comprised of a mentor and protégé with an approved mentor-protégé agreement under an SBA mentor-protégé program.

(e) In a joint venture that complies with paragraph (f) of this clause, the service-disabled veteran-owned small business party or parties to the joint venture shall perform at least 40 percent of the work performed by the joint venture. Work performed by the service-disabled veteran-owned small business party or parties to the joint venture must be more than administrative functions.

Presolicitation Notice Presolicitation Notice (End of clause)

Presolicitation Notice

SCOPE OF WORK

Architect-Engineer Services for 621-24-103 Restoration of Building #35 Theater James H. Quillen VA Medical Center Mountain Home, Tennessee

PART I - GENERAL

1. A/E Design Services Scope: The A/E shall provide all Architectural and Engineering “Design services, Schematics, Design Development and Construction documents” necessary to design a construction project for Restoration the Historic Theater Bldg. 35, a brick-and-mortar structure, at the James H. Quillen VA Medical Center, Mountain Home (Johnson City), Tennessee. This building includes approximately 24,876 square feet of existing space on the first floor, second floor, and basement, respectively, with crawl space including utilities. In addition repairs and access around the building up to about 25 feet. This project shall correct all documented facility condition assessment deficiencies noted in the 2021 FCA Report for the James H. Quillen VA Medical Center. Design work will include, but is not limited to, select demolition, abatement of environmental hazards including LBP and ACM, modification, restoration, and new construction of existing interior and exterior features such as: roof and exterior walls, interior walls, floors, ceilings; doors and fames; floors, walls and ceiling finishes; restoration of plaster features; finished carpentry; casework; ceiling systems; electrical power and lighting systems; plumbing systems including domestic water, chilled water, heating hot water/steam; data and communications systems; fire suppression, Outside Plant (OSP) building support utilities and additional miscellaneous improvements and modifications as required to provide a complete and functional multiuse space. The approved construction budget for this project is $14,500,000.00.

a. The A/E work shall include but is not limited to:

1) Thorough inspection and documentation of existing building conditions within and connecting to the renovation area to include mechanical, electrical and plumbing systems, telecom, etc.;

· The A/E shall inspect all systems required to provide a fully functional multi-use building.

2) Pre-Tab and system analysis of Mechanical, Electrical and Plumbing (MEP) components that may remain and be incorporated into the design;

3) Review of existing preliminary design documents if available;

4) Site survey and initial design basis report of findings;

5) Schematic plans, design development services, and final construction drawings;

6) Specifications, phasing plan and cost estimates;

7) Design narrative and engineering calculations;

8) Development of a room by room equipment list based on VA TIL guidance (VA Technical information library listed below)

9) construction period services to include submittal review, site visits and construction inspections.

10) The A/E shall perform site visits for each design submission, design charrette, and for investigative services.

11) The A/E shall be involved in a weekly planning meeting to discuss progress and resolve design issues.

12) Prior to the 25% design submission, the A/E shall develop multiple options for the layout methods for implementing the design intent.

b. VA construction, maintenance, repair and renovation projects shall be designed in compliance with applicable standards and codes described in VA program guides, design materials and construction specifications available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/).

1. Each A/E Discipline shall receive a copy of their respective VA design manuals, standard details, constructions standards and VA National Cad Standard Application Guide.

c. The design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.

d. The A/E shall, when requested, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits in connection with the performance of services. The A/E shall, without additional expense to the Government, be responsible for assuring that the work is in compliance with requirements of applicable codes, ordinances and regulations.

e. The A/E shall not divulge or release any information, oral or written (including electronic), developed or obtained in connection with performance of this contract of any possible construction based on the results thereof (including, but not limited to, reports, plan, specifications, location, time, estimated cost of construction or estimated Value Engineering savings) or except to authorized Government personnel or upon prior written approval of the Contracting Officer.

f. The VA shall evaluate the overall performance of the A/E by professional discipline after completion of design and construction in accordance with FAR (48 CFR) Subpart 42.1502 (f) by completion of DD Form 2631. The A/E shall be informed, in writing, by the Contracting Officer, of overall performance denoting strengths and weaknesses.

2. Approved Construction Budget: The project shall be developed within an estimated base construction cost of $14,500,000.00

a. Target Bid Deduct Alternates of at least 10% of the approved construction budget shall be developed, planned and estimated as necessary to assure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings.

b. The A/E shall produce a full drawing set and specification sets for each bid deduct alternate.

3. Completion Time: Final Construction Drawings for Bid (Sealed by Architect/Engineer) including cost estimates, specifications, and calculations, shall be completed within 245 calendar days after award. The A/E schedule shall allow for VA review period ending with A/E receipt of VA comments for each submission no later than 15 working days after VA receives the submission.

4. Ownership of Original Documents: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be the sole property of the Government and may be used on any other work without additional compensation to the Architect-Engineer. The Architect-Engineer agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The Architect-Engineer, for a period of no less than 3 years after completion of the project, agrees to furnish and provide access to all retained materials (including electronic) upon request of the VA. Unless otherwise provided in this contract, the Architect-Engineer shall have the right to retain copies of all such materials beyond such period.

PART II – DESIGN EXECUTION AND PROVISION OF CONSTRUCTION DOCUMENTS

1. Design Requirements: The A/E shall ascertain the requirements of the work and shall prepare, for approval by the VA, Construction Documents and other documents setting forth in detail the requirements for bidding and contracting for the construction of the project and as further described in A/E Design Submissions Requirements (PG-18-15) Volume C – Minor and NRM Projects (https://www.cfm.va.gov/til/aeDesSubReq.asp).

a. The A/E shall engage a 3rd party construction QA/QC to analyze the buildability of the proposed design.

2. Design Quility Control: The A/E shall be responsible for the professional quality and technical accuracy of all documents prepared. Design Services shall include the following documents as applicable to the project scope of work defined in Part I, Sect. 1.

a. Site Design Documents setting forth in detail the site construction requirements including existing grades; rough and finishing grading lawns and planting and landscaping; location of on-site utility systems, off-site utility works, fire protection system, drainage system, property lines, set-back lines, easements, building orientation, site access, land forms, environmental determinate; and historic and archeological preservation.

b. Architectural Design Documents setting forth in detail the architectural construction requirements including complete floor and roof plans, elevations, sections, details, schedules, material and color selection, discipline coordination and fire safety systems, security systems and controls.

c. Structural Design Documents setting forth in detail the structural construction requirements including all structural plans; elevations; sections; details Structural Design Documents setting forth in detail the structural construction requirements; schedules; and calculations sizing all columns, beams, slabs and coordinate the work with all other design disciplines, especially the mechanical and architectural disciplines.

d. Mechanical Design Documents setting forth in detail the mechanical construction requirements including all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, automation systems, refrigeration, plumbing and sanitary engineering.

e. Electrical Design Documents setting forth in detail the electrical construction requirements including all electrical plans, elevations, sections, details, diagrams and schedules showing transformers, vaults, electrical and telephone closets, power distribution systems, auxiliary power systems, switchgear, generator, lighting fixtures, switching power outlets, and signal system.

f. Cost Estimates setting forth in detail quantities of materials, labor, profit, overhead, insurance, taxes, etc. for each separate technical discipline within the project scope. The A/E shall develop detailed construction cost estimates on form similar to VA Form HO-18b. All categories of work involved including quantities and unit type cost shall be included.

g. Specifications for all sections of the work utilizing the VA Master Specifications (PG-18-1), available in the Technical Information Library (TIL) on VA Website address (http://www.cfm.va.gov/til/), setting forth in detail all requirements for the construction fully coordinated with the drawings and other Construction Documents.

h. CAD Standards: VA has adopted the U.S. National CAD Standard (NCS) (http://www.buildingsmartalliance.org/ncs/) available from National Institute of Building Sciences (NIBS). The U.S. National CAD Standard has been modified by VA as explained in the VA National CAD Standard Application Guide (https://www.cfm.va.gov/til/projReq.asp). CAD drawings shall be compatible with AutoCAD Version 2012, native format (.DWG). All files (base files, reference files, cell libraries) shall be compatible with the VA target system. Layering guidelines shall conform to applicable VA and AIA standards.

3. Design Program:

a. The following design program lays out the intent of the renovation. Actual layout is subject to space availability and design charrette meetings with VA Key Personnel.

b. The renovated Chapel space is intended to functions as a multi-use space while maintaining it’s original chapel feel. The space may initially house the future Mountain Home Medical Museum.

4. Design Intent/Concept:

a. The Theater (Building 35), is one of the original buildings at the Mountain Home campus. Construction was performed from 1901 to 1905 when the Chapel was turned over to the National Home for Disabled Volunteer Soldiers. Portions of the James H. Quillen VAMC, including the location of the Chapel, are designated as a National Historic Landmark. This project is required to correct know facility condition deficiencies through a full building renovation to preserve this historic building.

b. The design shall address and correct, to the maximum extent possible, all documented deficiencies noted in the Facility Condition Assessment from 2015. This will include interior and exterior deficiencies.

c. The design shall provide for a visitor-friendly environment that captures the historical elements of the building along with modernizing safety and convenience systems.

5. Design Deliverables:

a. The A/E shall deliver the following deliverables with each submission set in addition to the requirements laid out in PG-18-15 Volume C Dated Nov 2008. The submission requirements identified in the matrix on pages 5 – 42 of PG-18-15 will be the basis for determining a complete submission package.

i. 15% Delivery (Pre-Schematic Investigation and reports) 80 days after the award.

1. Reports

2. Schedule

3. Location service system in or Outside of the structure.

4. Documentation the existing condition.

5. Evaluation of the existing services

6. Air conditions system, HVA, Electricity, Water, Strom Sewer, Sanitary Sewer, Fiber, Lighting protection system, Steam, Gas, chill water, Fire system, Data, WIFI, etc.

7. Special report or studies.

8. Structural, thermal, Geotechnical, etc.

9. Report on interview and information collected form Maintenance and End User about the Space.

ii. 25% Delivery (Schematics [SD1]) 40 days after previous delivery.

1. Schematic (2D and 3D)

2. Floor plans, distribution plans for approval of ELT and end User.

3. Organize a presentation for the following participants ELT, End User, CO, COR, Maintenance Units, etc.

4. Final report in existing services.

5. Final report on the evaluation of existing services and special studies such as: Structural, Sanitary, Storm sewer, Data. A/C, HVA, Lightning Protection, Fiber optic, Fire System, Site studies if needed, Security PACS, Camera, Infrastructure, IT Rooms, Telephone, etc.

6. Definition on special permits

7. SHIPO, FAA, Environmental, Etc.

8. Asbestos, Lead or any other necessary remediation.

9. OFE Equipment/ Furniture spreadsheet started by A/E – TIL & Programming with the end User.

10. Finish samples provided by A/E (For thought starter, Consideration, Direction)

11. Prelim Finish Schedule for pricing purposes

12. 3D renders

iii. 50% Delivery (Design Development 1 [DD1]) 30 days after previous delivery.

1. Energy Manager Report

2. Lighting Control, plumbing, Energy Saving, thermal, etc.

3. Specification first delivery.

4. First Delivery of Drawing set.

5. Floor plans, Section, Elevation, Mechanical, Electrical, Plumbing, Fire system, Data low voltage, etc.

6. Initial cost Estimate.

7. Finish samples provided by A/E.

8. 3D renders.

9. Report to Present to End User and ELT

10. TIL Compliance Report. SOW – template / minimum requirements – Regulation to follow above and beyond TIL.

11. First QC report in coordination between disciplines.

iv. 75% Delivery Design Development 2 [DD2]) 30 days after previous delivery.

1. Finish samples provided by A/E – Finalized

2. Finish B card or Finish presentation(book), including 3D renders

3. Finalized OFE Equipment

4. Second Delivery of the specification.

5. The set need to be ready for a Fire review.

6. Estimate with the deduct.

7. First Delivery 100% for revision

8. Final Set of Specification.

9. Final set of Drawing.

10. Final Report or Presentation for the End User and ELT

11. 3D renders and Finish presentation book.

12. Final Energy manager report.

13. Final SEPS report.

14. Final QC report

v. Construction Drawings (Not for Bid – Review Copy Only) Submission (95% complete design – not stamped or sealed): 15 days after previous delivery.

1. Final Specification Set.

2. Permits

3. Final Estimates with Deduct/s.

4. Any special report needed (Calculation, etc.)

5. Electronic Set, CAD, Revit, PDF, etc.

vi. 100% Final Construction Drawings for Bid (Sealed by Architect and Engineer): 15 days after previous delivery.

1. Final Specification Set.

2. Permits

3. Final Estimates with Deduct/s.

4. Any special report needed (Calculation, etc.)

5. Electronic Set, CAD, Revit, PDF, etc.

6. Submittal register.

7. Provide two framed renderings size 24x36 for display.

6. Submission Quick Reference Schedule

Copies

PDF/CD

Copies Duration (Days)

Design Kick-Off Meeting

Gov’t Review

A/E & VA Schematic Design Discussion and Corrections

Onsite Schematic Review and Field Investigation

5*

Gov’t Review

A/E & VA 25% Design Discussion and Corrections

Gov’t Review

A/E & VA 75% Design Discussion and Corrections

Gov’t Review

A/E & VA 95% Design Discussion and Corrections

Gov’t Review

A/E & VA 100% Design Discussion and Corrections

*Days shall be included within overall design development period.

**Days shall be included within the overall Gov’t review period.

7. Review Submissions: Submit documents for VA review and comment to the Contracting Officer’s Representative (COR) as specified below. VA review of the A/E's work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications and other work submissions with due care and in accordance with acceptable professional standards.

a. 15% Investigation and Site Survey Report: Contractor Shall submit all reports Electronically and by hard copy on the scheduled submission date.

b. Schematic Design (SD1) Plans Submission (25%): The A/E shall submit Three (3) sets of half size drawings, one (1) hard copy of preliminary cost estimates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations, and two compact discs containing electronic copies of all submitted items for this submission to the COR.

c. Design Development Plans (DD1) Submission (50% design) The A/E Shall submit Three (3) half size drawings, two (2) hard copies of DD1 cost estimates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations, two (2) hard copies of bound and edited specifications and two compact discs containing electronic copies of all submitted items for this submission to the COR.

d. Design Development Plans Submission (75% complete design): The A/E Shall submit Three (3) half size drawings, two (2) hard copies of DD2 cost estimates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations, two (2) hard copies of bound and edited specifications and two compact discs containing electronic copies of all submitted items for this submission to the COR. This design shall incorporate all applicable codes and standards necessary to complete an independent Fire and Life Safety Code Review in accordance with VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects.

e. Construction Drawings (Not for Bid – Review Copy Only) Submission (95% complete design – not stamped or sealed): The A/E Shall submit Three (3) half size drawings, two (2) hard copies of CD1 cost estimates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations, two (2) hard copies of bound and edited specifications and two compact discs containing electronic copies of all submitted items for this submission to the COR.

f. 100% Final Construction Drawings for Bid (Sealed by Architect and Engineer): The A/E Shall submit Three (3) half size drawings, two (2) hard copies of CD2 cost estimates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations, two (2) hard copies of bound and edited specifications and two compact discs containing electronic copies of all submitted items for this submission to the COR.

g. Certification of A/E Seal: At the final review, the A/E will present the completed set of contract documents. Each Contract Drawing shall bear the seal and signature of the registered professional architect or engineer responsible for its design. The seal and signature shall be affixed for the final scheduled review stage of each phase of the Construction Documents section. Before the final contract documents are issued for bidding, a principal of the A/E firm under contract to the VA will be required to provide a signed certification that all drawings and calculations have been properly signed and sealed by the appropriate individual for each discipline, in accordance with the rules and regulations of the local State licensing authority. This certification shall be forwarded to Contracting Officer upon the completion of the Contract Documents.

7. VA Standards: The A/E shall use VA Program Guides, Design Manuals and Master Specifications, available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/), in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government, he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

8. Accuracy of Planning Information: The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents provided by VA. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10 (http://www.cfm.va.gov/til/dManual/dmIndex.pdf).

9. Discrepancies in Planning Information: The A/E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

10. As-Built Record Drawings: The A/E shall provide updated as-built drawings upon project completion as described below in Part IV, Section 6. A requirement shall be included in the contract specifications for the Contractor to provide a “marked-up” set of prints to the A/E showing all changes made during the construction period. The A/E shall verify and incorporate into the drawings all significant changes marked-up by the Contractor and any significant changes made by solicitation amendments and construction contract modifications.

PART III - CONSTRUCTION PERIOD SERVICE REQUIREMENTS

1. The Construction Period will commence with the award of the Construction Contract and will terminate with the acceptance of the work by the VA.

a. Unless otherwise provided by separate contractual agreement with the VA, the A/E shall not provide administration of the construction contract.

b. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer’s Representative.

c. The A/E shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer.

d. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor.

e. The A/E shall not be responsible for or have control or charge over the acts or omissions of the Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

2. Construction Documents Interpretation: The A/E, when requested, shall assist the Contracting Officer and Contracting Officer’s Representative to interpret the construction documents and shall:

a. Recommend any action(s) deemed suitable for the satisfactory execution of the construction work;

b. Prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents;

c. Assess the preparation of Construction Contract Modifications initiated by or through the VA to be executed in accordance with the Construction Documents.

3. Review Shop Drawings and Submittals: The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents.

a. The A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the Contracting Officer’s Representative (COR), request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component.

b. The A/E may be required to coordinate joint reviews with the VA technical staff on complicated system submittals.

c. The A/E shall notify the COR in writing of any and all deviations from the requirements of the construction documents discovered in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay.

d. The A/E shall recommend approval, disapproval, or other suitable disposition within 10 working days of receiving submittals from the Contractor.

4. Review Change Orders and Contractor’s Cost Proposals: The A/E shall review all Government initiated and/or Construction Contractor's cost proposals for construction modifications when requested by the Contracting Officer’s Representative (COR). The A/E's reply regarding review of cost proposals and recommendations shall include an independent breakdown of costs in detail with quantities and unit prices and shall cover both additions and deductions of labor, materials and equipment. A/E shall provide response within 5 working days of receiving request by COR.

5. Site Visits: During the Construction Period the A/E shall make visits to the project site.

a. Site visits shall be made as requested by and coordinated with the Contracting Officer’s Representative (COR) to include:

1) Work-In-Progress Inspection

2) Punch-List Completion Inspection and verification of As- Built conditions for completion of the As-Built Record Drawings.

b. The A/E Fee Proposal shall Include price for additional site visits should they be requested by COR.

c. A site visit is defined, except for payment purposes, as a visit to the site by one person for any part of a day sufficient to accomplish the designated task.

a. If multiple persons/trades are required to complete a task, the A/E shall include those trades.

d. Only registered architects and engineers thoroughly familiar with the project may make these site visits.

e. The COR has the prerogative to determine the professional discipline(s) required for each visit.

f. The A/E shall observe the construction, advise the COR of any deviations or deficiencies.

g. 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 working days following the site visit date.

h. The A/E shall provide registered architects and engineers in the number and of disciplines requested by the COR to act as observers and advisers with a VA team conducting final and punch list completion inspections of the project.

i. The A/E is responsible to coordinate and compile the official final inspection punch list to be completed by the contractor.

6. As-Built Record Drawings Requirements: The A/E shall deliver As-Built Record Drawings to the Contracting Officer within sixty (60) days after completing the Punch-List Completion Inspection and verification of As-Built conditions with marked-up documents received from the Contractor.

a. A requirement shall be included in the contract specifications for the Contractor to provide a “marked-up” set of prints to the A/E showing all changes made during the construction period.

b. The A/E shall verify and incorporate into the drawings all significant changes marked-up by the Contractor and any significant changes made by solicitation amendments and construction contract modifications. Work not performed or completed shall be removed/erased or modified as appropriate on the drawings.

c. The revision portion of title block shall be dated and noted "As-Built Record Drawings". The A/E shall prepare record drawings by making changes on the original contract drawings. As-Built Record Drawings shall have uniform line thickness and quality as shown in original construction documents.

d. A copy of the up-dated original will be sent to the Contractor for verification. Upon verification of the Contractor, the A/E will submit the originals to the Contracting Officer in hard copy and on CD-ROM.

e. Electronic drawings shall be compatible with Auto Cad Release 2012.

f. The As-Built Record Drawing Submission shall be subject to the approval of the Contracting Officer’s Representative as to quality and completeness.

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See attached document: Past Performance Questionnaire (PPQ).

Project 621-24-103 AE Restoration of Building 35 Theater

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