36C24924R0028.docx

SUBJECT*

Project 626-24-202 A-E Upgrade Steam System

GENERAL INFORMATION

Campus, 1310 24th Avenue South

Nashville TN

CONTACT INFORMATION

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

POINT OF CONTACT*

Michael R. Brown Michael.brown1305@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Presolicitation Notice Presolicitation Notice

DESCRIPTION

Presolicitation Notice

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 Architectural and Engineering Firm’s SF330’s for the following project:

626-24-202 - A-E Upgrade Steam System, for Architectural and Engineering Design Services to upgrade steam distribution and condensate return systems, providing automatic remote diagnosis/assessment/monitoring. Replace/repair/upgrade steam piping, valves, pits, traps, pumps, insulation, controls, and other components. Survey and correct steam issues, pipes, traps steam leaks, flashing, etc. Integrate steam trap data logging and programming for improved monitoring, control, maintenance, and boiler operations. Evaluate and upgrade steam condensate recovery system as necessary, to include (but not limited to) hot well, flash tank, controls etc. This project partially corrects FCA deficiencies (295022, 290677, 60777, 337621 and 295013). Design work includes but not limited to professional design services of Mechanical, Plumbing, Electrical, Structural, Architectural and Industrial Hygiene.

Location: VA Tennessee Valley Healthcare System, Nashville Campus, 1310 24th Avenue South, Nashville, TN 37212.

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

CONSTRUCTION BUDGET DESIGN LIMITATIONS/PROJECT MAGNITUDE:

Construction Budget is between $500,000.00 and $1,000,000.00.

NAICS: 541330 – Engineering Services

SMALL BUSINESS SIZE STANDARD: $22.5 million

PROJECT DESCRIPTION:

See Attached Statement of Works (SOW).

The VA Tennessee Valley Healthcare System, Nashville Campus is seeking professional architect/engineering firms to fully survey, investigate and document the existing space and utility systems to gain the knowledge and insight necessary to prepare quality, accurate construction documents in a professional and competent manner, addressing all project objectives found in the SOW.

Note: 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.

Submit current SF330 to Michael.brown1305@va.gov. The SF330 are due on Wednesday, December 20, 2023, at 10:00 AM Central Time. See Electronic Submission Requirements on page 4 and 5 for instructions on submitting your SF-330.

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 20% 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 836.606-73 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 52.236-2 (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 apply for and receive verification from the Department of Veteran Affairs Center for Veterans Enterprise (CVE) in accordance with 38 CFR Part 74 and VAAR 819.70 by submission of documentation of Veteran status, ownership and control sufficient to establish appropriate status, offerors must be both VISIBLE and VERIFIED by the Department of Veteran Affairs Center for Veterans Enterprises at the time of submission of proposal. Failure to be both VERIFIED by CVE and VISIBLE on VetBiz 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 CVE and submit the required documents to obtain CVE 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://beta.sam.gov. Failure of a proposed SDVOSB to be VERIFIED by CVE and VISIBLE in Veteran Small Business Certification (VetCert) at https://veterans.certify.sba.gov 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 the use of recovered materials;

· Capacity to accomplish the work in the required time;

· Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules;

· 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;

· Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness;

· Record of significant claims against the firm because of improper or incomplete architectural and engineering services; and

· Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.

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 SF-330 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.

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:

Note: Only Electronic copies will be accepted 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.

VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (DEC 2009)

(a) Definition. For the Department of Veterans Affairs, “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 (or eligible surviving spouses);

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

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; and

(iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov).

(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) 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 shall be made to a service-disabled veteran-owned small business concern.

(c) Agreement. A service-disabled veteran owned small business concern agrees that in the performance of the contract, in the case of a contract for:

(1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns;

(2) Supplies (other than acquisition from a non-manufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible service-disabled veteran-owned small business concerns;

(3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern’s employees or the employees of other eligible service-disabled veteran-owned small business concerns; or

(4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern’s employees or the employees of other eligible service-disabled veteran-owned small business concerns.

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

(1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement;

(2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; and

(3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation.

(4) The joint venture meets the requirements of 13 CFR 125.15(b).

36C24924R0028 626-24-202 - A-E Upgrade Steam System

(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.

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DESIGN STATEMENT OF WORK

Department of Veterans Affairs Upgrade Steam System Project # 626-24-202

I. GENERAL SCOPE OF WORK

The A/E shall provide all necessary architectural and engineering services as required to survey the system and prepare complete contract drawings, specifications, technical reports, and cost estimates, including construction period services for "Upgrade Steam System” at the VA Tennessee Valley Healthcare System, Nashville Campus, 1310 24th Avenue South, Nashville, TN 37212. This project will upgrade steam distribution and condensate return systems, providing automatic remote diagnosis/assessment/monitoring. Replace/repair/upgrade steam piping, valves, pits, traps, pumps, insulation, controls, and other components. Survey and correct steam issues, pipes, traps steam leaks, flashing, etc. Integrate steam trap data logging and programming for improved monitoring, control, maintenance, and boiler operations. Evaluate and upgrade steam condensate recovery system as necessary, to include (but not limited to) hot well, flash tank, controls etc. This project partially corrects FCA deficiencies (295022, 290677, 60777, 337621 and 295013). Design work includes but not limited to professional design services of Mechanical, Plumbing, Electrical, Structural, Architectural and Industrial Hygiene.

II. STATEMENT OF PROJECT OBJECTIVES

It is the intent of the Department of Veterans Affairs to have the A/E fully survey, investigate and document the existing space and utility systems to gain the knowledge and insight necessary to prepare quality, accurate construction documents in a professional and competent manner, addressing the following project objectives.

A. Evaluate steam distribution system, piping, insulation and components and design appropriate upgrades and repairs.

B. Evaluate steam condensate system, piping, insulation and components and design appropriate upgrades and repairs. Evaluate and upgrade steam condensate recovery system as necessary, to include (but not limited to) hot well, flash tank, controls etc.

C. Evaluate transmitting steam at boiler header pressure and steam pressure reducing stations and repair / upgrade as necessary.

D. Evaluate existing condensate pumps for replacement. Provide additional condensate pumps and receivers as necessary.

E. Evaluate building steam main shut off valves for replacement.

F. Design modern automatic remote diagnosis/assessment/monitoring. Integrate programming for improved monitoring, control, maintenance, and boiler operations. Monitor new steam traps and condensate return mains.

G. Survey steam system, documenting the locations and type of any cast iron and malleable iron fittings and components for replacement with forged or cast steel fittings.

H. Correct FCA deficiencies (295022, 290677, 60777, 337621 and 295013).

I. Improve system efficiency and reduce waste. Eliminate super-heated water losses within the system.

J. Remove abandoned and dead-end piping.

K. Verify steam system and produce accurate steam system drawings for the facility.

III. JUSTIFICATION and BACKGROUND A. The steam distribution system has constant leaks and is very inefficient. Condensate is flashing and is not effectively returned to the boiler plant resulting in additional make up water, water softening and chemical usage. The boiler makeup water is averaging in excess of 10,000 gallons per day. Recent contracts have addressed approximately 95 steam traps that were leaking, malfunctioning, or bleeding steam.

IV. STATEMENT OF A/E TASKS

A. The A/E shall furnish all investigations, tests, and services to develop a comprehensive design and produce complete construction documents as specified in the subject contract.

1. Necessary site survey work and evaluation such as verifying existing conditions, and verifying/analyzing utility systems and pathways shall be accomplished prior to Design Development documents.

2. The complete site survey work shall include a thorough investigation of existing conditions, affected by renovations, to accurately document and convey space dimensions for measured drawings, all utilities for affected areas, and utilities that traverse through affected areas; typical construction type, and variations, and finishes. This information provides the necessary base drawings for the Schematic Development phase.

3. Utility system and structural verification shall include, but not be limited to, the necessary testing of affected systems to ascertain the existing operating and performance conditions that will impact the design and construction process. Systems that are insufficient in capacity shall be expanded and/or replaced. Items/equipment/finishes that have been discontinued or are no longer supported by the manufacturer should be replaced. Structural and steel systems to remain or being repurposed/modified shall be inspected and tested to ensure safety and the design shall address any issues. Designers shall take actual steam system measurements (not calculated) and tests to determine pressure, flow/capacity and identify flashing and other issues that must be addressed to remedy the system. Measurements shall be taken on mains, base of risers, mechanical rooms, boiler plant, and areas with significant steam equipment, such as Sterile Processing and Supply (SPS), kitchen, Canteen, washers (cart, cage, dish, pot washers, etc). Designers shall also test the condensate quality to identify contamination, acidity and corrosion problems.

4. A/E shall furnish documentation and drawings of these findings, and address deficiencies in the design process.

B. The A/E shall provide cost estimation, project scheduling and phasing, bid period and construction period services as further described in the contract.

C. The A/E shall provide bid document preparation in quantities as specified in the contract.

D. The A/E will coordinate with leading industry equipment manufacturers/vendor(s) to ensure proper layout and support of equipment according to manufacturer’s requirements. However, design drawings and specifications shall be generic to promote fair and open competition.

E. The A/E shall provide professional design services utilizing individuals who are adequately knowledgeable of the various required design disciplines. Changes in personnel from those who are proposed in negotiations, interviews, kick-off meeting, and/or A/E submission forms must be approved in writing. The registered individuals who will stamp the completed documents shall accomplish engineering design work. A/E shall design within funding limitations and coordinate cost control measurements throughout the design. Primary cost control alternatives shall be thoroughly explored in Design Development (DD1 and DD2). The A/E design and estimate shall identify 10 percent of the total construction budget as viable deductive construction alternates. Coordinate with COR to prioritize the bid deducts for construction.

F. A/E shall design within funding limitations of a construction budget of $6,820,000. A/E shall implement cost control measures as part of each design phase to stay within funding limits and present them at design reviews. Cost control alternatives shall be explored as part of Design Development.

G. Design shall minimize disruptions to medical center operations. Do not block traffic and access to active services. Ensure suitable space/access to electrical and mechanical rooms for maintenance. Ensure electrical and mechanical are services to active/operational areas are maintained throughout construction. Ensure proper life safety, including (but not limited to) egress, proper fire/smoke compartmentation, fire alarm, sprinkler system, etc.

H. Asbestos containing materials (ACMs) are not expected, but there is a possibility of encountering ACMs at pipe joints and duct/pipe insulation mastic. The A/E shall notify the CO and COR to identify ACMs encountered while surveying and design for the removal of all hazardous materials.

1. Asbestos surveys shall identify approximate quantities of ACM in type and location for complete abatement from the general limits of construction. Adjacent areas that are outside of these limits but are affected by construction for utility modifications or tie-ins shall limit abatement to the extent necessary in order to complete the utility work.

2. Lead based paint may be encountered on some of the HVAC/piping/equipment. A/E will investigate and design for corrective action.

V. BASIS FOR DESIGN

A. Comply with Department of Veterans Affairs standards/guidelines/requirements, which may be obtained from the Internet at http://www.cfm.va.gov/TIL/. Also, see VA Design Manuals at http://www.cfm.va.gov/til/dManual.asp

B. Compliance to these standards, National Fire Codes, Uniform Building Codes and OSHA Standards will be reflected in the completed design and construction documents.

C. Comply with VA TIL, PG-18-15, A/E Design Submissions and Review. http://www.cfm.va.gov/til/aeDesSubReq.asp

D. Comply with current applicable state, local and federal building codes as well as codes from other recognized authoritative bodies; including but not limited to Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), Hydraulic Institute (ANSI/HI for pump design, installation and testing), American Society for Testing and Materials (ASTM), Gypsum Association (GA), International Building Code (IBC), NEC, NFPA, National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), OSHA (Occupational Safety and Health Administration), Sheet Metal and Air Conditioning Contractors’ National Association (SMACNA), and Uniform Federal Accessibility Standard (UFAS), & American Disabilities Act (ADA), and other applicable codes referenced in the VA design guidelines and Master Specifications. Designers shall indicate each applicable code with the current date, revision, version indicated on one sheet, including each applicable VA Guidelines / Standards. Submit this with the Schematic Design Submission and include with the drawing packages.

E. Any deviation from project requirements, standards, or specifications shall be requested in writing and approved by VA. The deviation request shall include items for which deviation is requested and the reason or justification for deviation.

F. VA TIL, PG-18-3, Design and Construction Procedure http://www.cfm.va.gov/TIL/cPro.asp G. Comply with the Physical Security design manuals for VA Facilities. This is a Mission Critical Facility. http://www.cfm.va.gov/til/spclRqmts.asp#PHS.

H. Comply with Design Guides (PG-18-12) https://www.cfm.va.gov/til/dGuide.asp, I. The required stamp of the licensed architect and/or engineer of record will be considered as certification of compliance with the contract requirements for that document. The registered individuals who will stamp the final construction bid documents shall be the same lead designers that accomplish the assessments, surveys, interviews and design work.

VI. DETAILED SUBMISSION REQUIREMENTS

Program Guide PG-18-15 establishes the guidelines for the A/E submissions. Design shall be performed and submitted in accordance with VA A/E Submission Instructions for Minor and NRM Construction Program. Refer to (http://www.cfm.va.gov/til/aeDesSubReq.asp). These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regard to the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. Where “days” are stated, this refers to “calendar” not “work” days.

A. At each submission, all drawings and support material shall be dated and appropriately labeled above the title block (the number of submissions shall be adjusted according to the project size and scope):

Design Kick-off Meeting

1 day

Gov’t Review

7 days

Gov’t Review

7 days

Government Review

7 days

Government Review

7 days

Government Review

7 days

Total Days

238 Days

B. VA submission review comments may be verbal, noted directly on review sets, or written list. The A/E shall be responsible for compiling & addressing review comments. A/E shall produce & distribute meeting notes or minutes for VA review immediately after each submission review meeting. The A/E is responsible for running the meetings in person (Virtual with COR approval) at the VA Campus where work is being performed, reproduction of all meeting materials for review and producing the agenda, attendance, and full meeting minutes. A design meeting (with lead designer “in person”) will be required for each submission on site. Each on-site review meeting shall consist of a 1 to 2-hour meeting. Surveys identified with submissions shall be minimum 3-4 hours of onsite investigation work by the A/E.

C. A/E shall develop and execute a quality control (QC) plan that establishes the A/E’s team and method of review for the project submission packages, plans and specifications. The project QC process shall be a rigorous, thorough review and coordination effort. QC team members shall be led by a senior designer. QC staff shall be separate from the design team and designers working on this project design. The QC plan shall be submitted to the VA along with the project schedule. Within 7 calendar days after receipt of Notice to Proceed, the Contractor shall submit a QC plan describing the QC process & tasks that will be employed during the development of the various design submission packages and the name of the QC team lead and member(s) responsible for each QC discipline. The QC leader shall schedule a meeting with the COR to discuss the proposed process. The QC process shall be on-going and integrated into the design process with recurring QC team meetings (with COR invited to listen in). The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QC issue tracking sheets and a QC overview/narrative. Upon resolution, each issue shall be noted along with the action taken and confirmed correction, initialed, and dated by the responsible QC team member. A 100% completed QC plan, with all items resolved/initialed/dated shall be submitted with the final construction document submission package.

D. For each submission, furnish electronic files in the latest version of Microsoft Office and/or AutoCAD 2020. PDF’s of the specifications will also be furnished. Submit 2 hardcopies of all drawings (one of which will be half sized). Construction shop drawings are not required to be completed in AutoCAD.

E. The 100% construction documents submission will include a full set of construction documents including all disciplines/packages and will be sealed and signed by the Architects and Engineers of Record. The final construction documents submission package will incorporate all VA supplied comments from the earlier submission package reviews. If the final construction documents submission package is not complete, the A/E must resubmit the package in its entirety.

F. 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 resulting contract. 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 and three (1) interior design color boards.

G. Final bid documents shall be reproduced as part of the contract. Two 2 full sets and 2 half set of the Construction Bid Documents are to be delivered to the COR. Electronic files of the Construction Bid Documents will be provided to the COR and Contracting Officer.

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

I. Total time to accomplish DDs and CDs through final reproduced bid documents shall be 238 days from the issuance of the Notice to Proceed. Each submission will require maximum seven (7) days for VA review. A/E shall prepare a project schedule so that the timeframes in the above schedule are met.

VII. CONSTRUCTION PERIOD SERVICE REQUIREMENTS

A. Review of Submittals: A/E shall review all material submittals, shop drawings, test reports, RFI, etc. Reviews shall be completed, and submittals returned to the COR within 7 calendar days from the A/E's receipt of the submittal.

B. Review Analysis of Requests for Information, Change Orders and Costs: A/E shall provide prompt response when contacted by the Contracting Officer or COR to review and provide analysis of construction contractor requests for information or change orders.

C. Site Visits: A/E shall provide 48 site visit “units” during the construction period when requested by the Contracting Officer, in addition to two contractor pre-bid meetings, a final structural inspection/report, equipment start-ups, certifications and final inspection. A site visit “unit” is defined as a visit to the site by one individual for 3 to 4 hours on site. On this job, a site visit may require the use of multiple “units” when more than one individual or an extended period of time is needed to inspect an area of work. The COR has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the COR of their presence on site before any work is performed in order to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the COR of any deviations or deficiencies and recommend appropriate corrective actions.

D. "Record Documents / Drawings" Requirement: VA’s Contractor will provide marked-up prints to VA COR and A/E. A/E shall revise the solicitation documents and provide a complete set of drawings showing actual, completed construction, reflecting any changes incorporated in the work on electronic media. Electronic media drawings shall be in a recent version (2018 or later) of AutoCAD or Autodesk Architectural Building Systems. Compatibility means that data can be accessed directly without translation or processing of data files. Problems shall be corrected to satisfaction of VA. VA will not accept electronic drawings with numbered or coded layer names, corrupted information resulting from translation / conversion, non-uniform drawing layers, colors, line-types, etc., and other issues that prevent easy reading and manipulation of the drawing/entities/layers. Electronic media specifications shall be in the latest version of Microsoft Word in use at VA.

E. As a submittal, the AE shall review construction closeout binders with certifications, warranties, test reports, product information, application data, MSDS and O&M manuals.

VIII. MATERIALS TO BE FURNISHED TO THE A/E BY THE VA

The following items will be furnished to the selected A/E when requested:

A. Available station drawings, site plans and building floor plans. Station does not have electronic versions of utilities. The VA drawings are not accurate, and systems must be verified by the design team in the field. Available VA drawings are from individual past projects and there is no unified system drawing available.

B. Prints are made available to A/E at Projects Section. A/E is to view drawings needed and may remove (same business day) to make copies at an offsite location.

C. 3rd party steam condensate and trap survey report.

D. Facility Condition Assessment Report.

IX. GEOGRAPHICAL LOCALITY

The A/E shall be geographically located within 600 miles of the Nashville VA Medical Center.

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