36C25025R0111.pdf

36C25025R0111 – Infrastructure, Life Safety and Fire Protection – 506-26-101 – VAMC Ann Arbor, MI

SUBJECT* Infrastructure, Life Safety and Fire Protection 506-26-101

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 48105

SOLICITATION NUMBER* 36C25025R0111

RESPONSE DATE/TIME/ZONE 09-09-2025 3:00pm EASTERN TIME, NEW YORK, USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* C1DA

NAICS CODE* 541330

PLACE OF PERFORMANCE Ann Arbor VAMC

2215 Fuller Road

Ann Arbor Michigan

POSTAL CODE 48105

COUNTRY USA

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 10

24 Frank Lloyd Wright Dr.

Suite M-2200

Ann Arbor, MI 48105

PRE-SOLICITATION NOTICE (REQUEST FOR SF330s)

1. The Department of Veterans Affairs (DVA) Network Contracting Office 10 is seeking qualified Architect - Engineering (AE) firms to submit Standard Form 330 (SF330) “Architect / Engineer Statement of Qualifications” for architectural and engineering (AE) services for the project 506-26-101 Infrastructure, Life Safety and Fire Protection. Firms submitting qualification packages must comply with Federal Acquisition Regulation (FAR) 52.236.25 Requirements for Registration of Designers whereby Architects and Engineers must be registered to practice in the particular professional field involved in a State (the full text of the clause can be read at acquisition.gov). Architects and Engineers performing work on projects must be registered in the State of Michigan (the laws of the State of Michigan regarding registration of architects and engineers applies). Also see geographic location and office location restrictions in paragraph 7.g. of this notice.

2. The Statement of Work for this project is as follows:

1. Provide complete Architectural and Engineering (A/E) design services, including all necessary, 65% Design Development Documents, 95% Construction Documents, a Final Release for Construction (RFC) set of documents, cost estimates and construction period services (CPS) for solicitation to Infrastructure, Life Safety & Fire Protection Repairs. The work is located at the VA Ann Arbor Healthcare System, 2215 Fuller Rd, Ann Arbor, MI 48105.

The primary objective of this project is to upgrade and modernize the utility support systems within Bldg. 32. Work shall include the following:

• Replacement and upgrade of the 3 existing central chillers and associated systems o 2-800 ton and 1-1,000 ton centrifugal chillers and matched cooling towers.

• The chillers shall be replaced with 3 – 1,200 ton centrifugal variable speed chillers o Replace and upgrade the existing Cooling towers o Replace and upgrade the existing condenser water pumps o Replace the primary chilled water loop pumps o Ensure the ENTIRE chilled water SYSTEM is on a comprehensive Chiller Plant

Control Optimization System.

• Project shall upgrade the central chiller plant to allow for operation in the winter months to support areas of the hospital which require cooing 24/7/365 and improve performance during the shoulder months for other areas of the facility.

• New roof lighting, replacement of lightning protection, additional equipment replacements.

• PIV for Building 32 is non-functional and needs to be replaced. Project will replace the failed Fire suppression system in the west parking Deck as a deduct alternate.

• Replace roof of Bldg. 32

• Analysis to determine if existing structure is sufficient to support the new equipment and design of lintels for new louvers within the chiller space. Major structural work to support the chillers or new lintels is not anticipated.

• Replace/Add vent louvers to chiller bay for increased ventilation.

• Replace refrigerant detection and refrigerant exhaust system.

• Replace rollup doors.

• Replace building domestic water heater.

• The A/E shall submit a certification memo stating that this design is independent of future projects and includes all equipment required for the project to be activated/fully functional as required by VA regulation.

2. The A/E must meet with Contracting Officer Representative (COR), Contracting Officer (CO), Service Users, VA committees, VA consultants, local/state regulatory agencies, etc. to review data and improve understanding of any ongoing activities that address potential areas of concern associated with the design. The Contractor must use this information to facilitate development of design solutions. The VA will provide the A/E with copies of drawings of trades per their request.

The accuracy of the drawings is not guaranteed and must be used only for general information. Actual conditions must be field verified by the A/E. The A/E must provide meeting minutes for all design-related meetings.

The contract design requirements may include but are not limited to architectural systems, electrical systems, mechanical systems, plumbing systems, control systems, information technology systems, or energy efficiency and GEMS program requirements.

No hazardous material is expected as part of this project.

The design must include general debris removal, the demolition of all existing finishes and other associated materials, as required, to complete the work. Include in the design locations of construction barriers/fire walls that are appropriate for safe construction activities. General issues of constructability, phasing, hours and sequencing of construction work, alternate workspace for the end users during phased construction, coordination with other planned and/or ongoing projects, disturbance related to noise during working hours and non-working hours, etc. must be considered throughout the design process and appropriately incorporated into the final design documents.

The A/E shall engage & contract a third-party commissioning agent (CxA) to prepare and implement a commissioning plan. The CxA shall not have any financial or other interest in the A/E firm. The qualifications of the CxA shall be provided to the COR and the CO for review and approval. The cost for the CxA shall also be broken out from the A/E fee to include estimated hours, types of labor disciplines, and other direct and indirect costs. The A/E must ensure that commissioning activities are coordinated and directed in a sequential, logical manner. The CxA is responsible for providing a final commissioning report and a Certificate of System Acceptance. The Contracting Officer has final acceptance and approval authority for the selection of the Commissioning Agent. The Commissioning Agent shall follow and execute Commissioning Process actions as outlined in Whole Building Commissioning Process Manual on the VA Technical Information Library. Commissioned systems in this project scope are the condenser water pumps, chilled water primary loop pumps, new cooling towers (3), new chillers (3) and the BMS control interface.

All phasing requirements shall be included within the design; to include any impacts that the MC will experience and shall be designed as most appropriate for example off-hour work.

The A/E shall utilize and maintain an exchange server during the design process for, but not limited to, file sharing, submissions, and project documentation (i.e., meeting minutes, requests for information). Ann Arbor VA has used Oracle Primavera and Newforma in past projects.

https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

All email correspondence will start with the project number in the title, i.e., “506-xx-xxx Project name”.

3. The total estimated construction cost for this project is $14,200,000 and shall not be exceeded without the expressed written approval of the CO.

The A/E shall develop the project using Building Information Modeling (BIM) software. At project completion or by request from the COR, drawings may also be required using AutoCAD software.

All plans must be at the same scale to facilitate coordination between drawings.

The A/E shall become fully knowledgeable with the following VA publications: VHA Directive 1061, Prevention of Healthcare-Associated Legionella Disease and Scald Injury from Potable Water Distribution Systems; VA Plumbing Design Manual; and the Veterans Affairs Ann Arbor Healthcare System (VAAAHS) HealthCare-Associated Legionella Disease Prevention Plan (HCA LD PP). These publications, in addition to those identified herein must be used to design the modifications necessary to address potential deficiencies with the plumbing systems in applicable VAAAHS buildings. All schematics, design development and construction drawings and specification documents must be developed in accordance with applicable Federal, State, and Local code requirements; NFPA, OSHA, ANSI, and JCAHO standards; and VA requirements, particularly the sections contained in the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications

PG-18-3 Design and Construction Procedures

PG-18-4 Standard Details and CAD Standards

PG-18-5 Equipment Guide List

H-18-8 Seismic Design Handbook

PG-18-9 Space Planning Criteria

PG-18-10 Design Manuals (by discipline)

PG-18-12 Design Guides (graphical, by function)

PG-18-13 Barrier Free Design Guides

PG-18-15 Minimum Requirements for A/E Submissions

PG-18-17 Environmental Compliance Manual

H-7545 VA Cultural Resource Management https://www.cfm.va.gov/CFM/TIL/spec.asp https://www.cfm.va.gov/CFM/TIL/cPro.asp https://www.cfm.va.gov/CFM/TIL/sDetail.asp https://www.cfm.va.gov/CFM/TIL/equip.asp https://www.cfm.va.gov/CFM/TIL/seismic.asp https://www.cfm.va.gov/CFM/TIL/planning.asp https://www.cfm.va.gov/cfm/til/dManual.asp https://www.cfm.va.gov/cfm/til/dGuide.asp https://www.cfm.va.gov/CFM/TIL/accessibility.asp https://www.cfm.va.gov/til/aeDesSubReq.asp https://www.cfm.va.gov/cfm/til/spclRqmts.asp#EC http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=583&FType2

The A/E is expected to be familiar with all referenced design guides and manuals. The A/E must prepare project-specific specifications based on the latest VA Master Construction Specifications PG-18-1 referenced in the table above. Some items are reiterated from the design guides in this document to place special emphasis upon them. In certain cases, slight modifications from the design guides relevant to the project or the internal processes at the VAAAHS may be necessary.

The A/E must carefully review and become fully knowledgeable with all requirements of the latest edition of the Accreditation Manual for Hospitals, and the Joint Commission for Accreditation of Hospitals, with respect to design and operating requirements; and report all conflicting conditions in writing to the CO prior to submitting your fee proposal.

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 prior to submitting your fee proposal. This information is the best available, but the Government does not guarantee its accuracy or completeness.

4. The A/E shall submit their quality assurance/quality control (QA/QC) plan for review and approval with the fee proposal. The A/E shall perform all necessary quality control and design reviews to identify and correct all design errors and omissions and must not rely on Government review for such purposes. The quality control checklists used during the design shall be provided with all design document submissions. Any errors or discrepancies identified in the design documents and specifications by the Government must be corrected prior to the next stage of design documents submittal. The A/E shall ensure that the design documents are free from all errors and omissions prior to submission to the Government. The A/E shall provide for review and approval construction period inspection checklists, which will be used throughout the project for above ceiling inspections, final inspections and any other inspections performed by the Design Team during construction period services for this contract.

At each submission AE shall submit their own internal QC/QA checklists.

The AE must not rely on Government review for quality control purposes.

For any and all design errors and/or omissions, AE will provide all applicable redesign to VA and construction period services at no additional cost to the VA.

A comment log will capture remarks made by VA Staff at each design review meeting. A/E will be responsible for addressing each comment and keeping this document, working with the COR, as a complete record for the design process.

5. The A/E shall meet with the COR after delivery of each of the design submissions to address the needs of the service, interim life safety measures, phasing of the work, constructability issues to minimize the effect on normal Medical Center operations and/or seasonal work, training of Government personnel, and interior design considerations. All changes to design submissions must be approved by the COR.

The A/E shall act on input from CO or COR during the design. Any changes requested by other medical center personnel must be approved by the CO in writing.

The A/E shall provide submissions in strict accordance with Program Guide 18-15 Volume C (PG-18-15) and shall provide submissions for 65% Design Development, 95% Construction Documents, and 100% Bid Documents (signed, stamped, sealed drawings final bid specifications ready for bidding, and final construction estimate) for Government review. In each submission, the A/E must resubmit the materials specified in the prior submission, revised according to the comments made by the VA resulting from the prior review(s). All submissions must be provided on a CD and address requirements for specific submission phases in addition to those outlined in Program Guide 18-15, as identified below:

Design Document Submission (65%):

A/E shall submit drawings and specifications. Submission must include one full size, and two half sized drawings, electronic copy of the specifications and drawings in Microsoft Word, PDF and AutoCAD format, cost estimate in Microsoft Excel and PDF format. All electronic submissions must have appropriate labelling for identification purposes. The information submitted at each of the milestones must depict the actual percentage completion.

During 65% review, AE shall collect all comments from all applicable VA staff and perform detailed reviews with subject SME’s and address/respond to them as needed through the COR.

At 65% AE firm shall validate to the COR that all Program Guides & VA TIL requirements have been reviewed and incorporated within designs; deviations will need to be submitted to the COR for review and response.

A/E shall document all comments received from the VA during the review meeting and resolve all comments prior to the next submission.

At 65%, the VA will have an internal Risk Review and Fire Protection review.

Comments generated from these reviews will need to be addressed in the 95% submission.

A/E will submit additional samples and renderings, as needed, to finalize an interior design schedule and concept.

Construction Documents Submission (95%):

A/E must submit a complete set of drawings and specifications. Submissions must include four half sized drawings, electronic copy of the specifications and drawings in word, pdf and AutoCAD format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purposes. Submission must also include a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests and inspections required per drawing and specification section. The A/E shall develop the project utilizing Building Information Modeling “BIM” software (Revit 2019 or latest version available to VA Ann Arbor Healthcare System.)

A/E shall document all comments received from the VA during the review meeting and resolve all comments prior to the next submission.

A/E will submit additional samples and renderings, as needed, to finalize an interior design schedule and concept.

The A/E shall submit a complete “Final” set of drawings and specifications documenting all RFI changes captured during the project bidding phase after contract award and prior to project Notice to Proceed. This document set is the Release for Construction (RFC) submission.

BIM Model minimum requirements must be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions (possibly incorporating into VA Master Record Documents – pending facility expertise). The BIM model must conform to VA BIM Guide (http://www.cfm.va.gov/til/bim/BIMGuide/).The deliverable model at the interim design stage and at the final design stage must be developed to include as many of the systems described below, as are necessary, and appropriate at that design stage.

The Model must include but not be limited to the following: Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Departmental ownership, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Life Safety information (Fire Extinguishers, wall ratings, door ratings, Fire Protection/Alarms), General Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Steam distribution, Nurse call info, Asbestos/ Hazard Material info, Security system information (Access controls, security cameras, panic alarms, overhead paging), Exterior Building Information, and other Civil Engineering Data as required such that data may be easily integrated into one master record document of the facility.

Design Development Documents (65%):

The A/E shall have 90 calendar days to perform this phase. Drawing review during this phase will be conducted by, but are not limited to, VHAANN Maintenance shop representatives (includes electrical, plumbing, HVAC, locks and hardware and carpentry), Safety, Infection Control, Patient Safety, Police and Security, end users, Interior Design, Engineering and Project Management.

Adequate on-site meeting time shall be provided to cover all disciplines. The Government will endeavor to complete review by no later than 10 calendar days after receipt of the Design Development documents. However, the Government will use as much time as required due to workload, other priorities, and personnel availability.

Construction Documents (95%):

The A/E shall have 60 calendar days to perform this phase. Phase must include a minimum of (1) on site meeting with VHAANN staff and end users. The Government will endeavor to complete review by no later than NA calendar days after receipt of the Construction design documents. However, the

Government will use as much time as required due to workload, other priorities, and personnel availability.

Final Bid Documents (100%):

The A/E shall have 14 calendar days to perform this phase. The A/E must provide all deliverables, including completed construction drawings and specifications, cost estimates, and complete CPM network schedule (electronic media and hard copies).

The A/E shall complete all phases of the design within the time frames prescribed in the above design schedule. The 100% Bid Document shall have incorporated all design review comments from the 95% design review and all drawings shall be signed and sealed and the specifications marked ‘100% Bid Documents’ and dated. Do not enter A/E project numbers on specification documents – use only the VA project number and title.

6. The A/E shall provide construction period services, including, but not limited to, review and recommend acceptance or rejection of submittal documents (within 5 days of receiving document) including construction schedules (within 5 days of receiving document); as well as RFIs (within 5 days of receiving document); and participate in progress meetings (biweekly) through telephone conference; perform jobsite construction inspections; and provide record drawings utilizing the as-built drawings. In addition to progress meetings, the contractor must attend meetings on site required to clarify design as needed. The contractor must provide interim and final inspections of the construction contractor’s work. The number and frequency of these site inspections will be determined during contract negotiations and then become part of the agreed upon contract. Record drawings and supporting documents must be provided to the Government via electronic media and must be in editable REVIT software format, or as otherwise directed, and PDF formatted electronic files. The contractor in coordination with COR must incorporate Record drawings into the facility’s master Building Information Model.

The A/E must provide to the government a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, inspections and any other documentation required per the drawings and specification sections. The schedule must also specify submittals requiring physical samples for review and submission process of those samples for the Construction Contractor (Contractor). The A/E shall also recommend, specify and populate an automated shared-access filing system accessible via internet by the eventual Contractor and the project COR for all required document submissions. File system shall remain current and reflect status on all required submittals including contractual timelines for reviews, with the following general requirements:

The website must be developed with https protocols, with user id and password log-in requirements.

The A/E shall develop a process document that clearly defines how documents are to be posted and delineates the review process. Notifications through email or automated messaging must be provided per each phase of the process.

The Contractor can access and post files (e.g. submittals, RFI’s and project logs); the Contractor must not have access beyond the files for which he has been contracted.

Once the Contractor has populated the submittal schedule with all expected submittals, certifications, tests, and inspections required per the drawing and specification section, the A/E must review the Contractor’s submissions for compliance and provide approvals, disapprovals and comments as required.

After A/E responds, the document submission shall be routed and accessible to the project COR for final approval, disapproval or comments.

After A/E and project COR have completed their document review, the submission shall be routed back to the Contractor.

The master submittal schedule must be maintained on the A/E’s shared-access filing system; however, the A/E must make a back-up copy daily of the master submittal schedule.

7. The AE shall verify that all documents listed in Section 8 are available and accessible to them before any design occurs. If the AE does not have access to them, they are to request the documents immediately. The AE shall reference any and all documents in the Section 8 appendices list during the course of the project. If there is a difference between the Project Design and Specifications or any other documentation, and the appendices document(s), the AE shall verify with the COR which detail specification is the final item. It is the responsibility of the AE to confirm with the COR that the most recent editions of the appendices are the ones being provided to the AE.

3. SET-ASIDE INFORMATION: This procurement is a Total Set-Aside for Service-Disabled Veteran Owned Small Business (SDVOSB) AE firms. The primary North American Industry Classification System (NAICS) Codes is 541330, Engineering Services. Verification of SDVOSB status will be done via confirming current registration in the SBA Veteran Small Business Certification (VetCert) database (Veteran Small Business Certification (sba.gov)) upon receipt of the SF 330. Firms submitting a qualification package must also have a current registration in the System for Award Management (www.sam.gov). The awarded contract will be Firm-Fixed Price.

4. This procurement will be following the procedures established in the Brooks Act, Federal Acquisition Regulation (FAR) 15, FAR 36.6, and Veterans Affairs Acquisition Regulation (VAAR) 836.6. The selection process will be made using a two-stage process. Stage I consists of the initial evaluation of the SF-330’s and determination of the highest rated firms. The highest rated firms will then be ‘short-listed’ and invited to continue with Stage II of the selection process. All firms not short-listed will be notified at this time. Stage II consists of Interview/Oral Presentations for the short-listed firms and selection of the top ranked firm to receive the solicitation for pricing and conduct negotiations.

5. Stage I: Firms responding to this notice will be evaluated and ranked using the selection criteria listed below.

The factors are listed in descending order of importance with the weight assigned to each. The evaluation will consider how each factor is addressed to coincide with the selection criteria. The evaluation factors listed below shall be addressed in Part H of the SF-330.

https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

a. Professional Qualifications: Describe the firm’s professional qualifications necessary for satisfactory performance of the services required: The qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team. The specific disciplines which will be evaluated are Architects, Engineers, Estimators, CAD operators and Project Managers. All key personnel for whom resumes are provided shall be shown on the organizational chart in Section D of SF 330, Part 1.

b. Specialized Experience: Describe specialized experience and technical competence in the type of work required, including, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

c. Firm’s Capacity: Describe the firm’s ability to accomplish the work in the required time commensurate with the scope of work, including existing workload that may limit the firm’s capacity to perform project work expeditiously.

d. Past Performance: Describe past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with schedules. Offerors will be evaluated on past performance with Government agencies and private industry in terms of work quality, compliance with schedules, cost control, and stakeholder/customer satisfaction. Evaluating past performance and experience will include information provided via the Contractor Performance Assessment Reports System (CPARS) for projects listed in Section F of the SF330 as well as any other projects contained in the database and may include review of information obtained via customer inquiries, other Government databases, and any other relevant other information available to the Government. Project past performance references older than 5 years will receive a lesser weight than those references for projects accomplished within the past 5 years.

e. Construction Period Services: Include professional field inspections during the construction period, review of construction submittals, support in answering requests for in-formation during the construction period, and support of construction contract changes to include drafting statements of work. The general workload and staffing capacity of the design office which will be responsible for the majority of the design and the ability to accomplish the work in the required time will be evaluated.

f. Management Plan: Describe the firm’s general project management philosophy, including the approach that will be used to meet the needs of the scope while controlling the schedule and budget.

Include a description of the proposed communication plan between project leadership, the design team, subconsultants, and the Government.

g. Firm’s Commitment to Small Business: Identify and describe the extent of your firm’s commitment to the use of service-disabled Veteran owned small businesses, Veteran owned small businesses, and other types of small businesses as subcontractors.

h. Geographic Location: The location of the AE firm's primary working office as submitted and entered on the SF330 and shall be registered and active in the System for Award Management (SAM at www.sam.gov) and shall be located within Three Hundred (300) miles driving distance of the Lt.

Charles. S. Kettles VA Medical Center 2215 Fuller Rd Ann Arbor MI 48105. Driving distance shall be calculated and measured using the Google Maps (maps.google.com) directions tool by entering the http://www.sam.gov/

AE primary working office address as the starting point and the medical center address as provided above as the ending point. The resulting `Best Route' travel distance shall be the official calculation for the purposes of this factor to determine if the Three Hundred (300) mile distance limitation is met.

A printout of the Google Map results shall be attached to the SF330 qualification package. The primary working office location must be listed in the SF330 application. If the primary working office location is not registered in SAM the entire SF330 submission will then be determined as not having met the requirements of this pre-solicitation announcement and will not be considered.

6. Stage II: The shortlisted firms will be invited to present their qualifications in person to the Evaluation Board.

Additional criteria will be provided to these firms, and they will be given approximately ten (10) calendar days to prepare for their Interview Presentations. After the Interview Presentations are concluded the firms will be evaluated and the top-ranked firm will be selected, sent a Request for Proposal, and subsequent negotiations to follow. Award selection will be made based on the results of the Interview Presentations only and not the SF-330 qualifications from Stage I.

7. The submission must include a fully completed Standard Form (SF) 330, Architect/Engineer Qualifications (form is available on-line at http://www.cfm.va.gov/contract/ae.asp). The SF330 shall not exceed a total of 50 pages in a common font, size 11 or 12, single spaced. Past Performance documentation will not count towards the 50-page limit. Use graphic presentations where such use will contribute relevant data. The background color of each page of the submission shall be white or ivory stock only. A page is defined as each face of an

8.5 X 11-inch sheet of paper containing information.

8. Submittal instructions: All interested and capable venders are to submit an electronic SF330 package for review. The SF330s can be submitted to email address: Christins.Shockey@va.gov. The package must be received and in government control NLT 09/09/2025 at 3:00 P.M. EST.

9. Questions and other inquiries are to be directed only via email to Contracting Specialist Christina Shockey at Christina.Shockey@va.gov.

http://www.cfm.va.gov/contract/ae.asp mailto:Christins.Shockey@va.gov mailto:Christina.Shockey@va.gov