36C25523R0013.docx

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER: 657-17-112JB

PROJECT TITLE: FCA-Renovate Nutrition and Food Services, JB Bldg 60

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER 657A5-23-113

Project Title: Replace Building 43 Air Handling Units and Add Stand-Alone Chillers

GENERAL INFORMATION

SET-ASIDE

2401 W Main St

Marion IL

CONTACT INFORMATION

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Jennifer Sotomayor

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

Synopsis: Request for Architectural and Engineer 330 submission Solicitation: 36C25523R0013, Replace Building 43 Air Handling Units and Add Stand-Alone Chillers, Project No. 657A5-23-113

CONTRACT INFORMATION

This A-E Services requirement is being procured in accordance with the Brooks Act (Public Law (PL0582) and implemented in accordance with the Federal Acquisition Regulation (FAR) Subpart 36. Firms will be selected for negotiation based on demonstrated competence and qualifications for the required work.

This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms. This requirement is being procured in accordance with the VAAM 836.6 implemented in FAR Subpart 36.6.

This is not a Request for Proposal, and an award will not be made with this announcement. This announcement is a request for SF 330’s from qualified Architectural and Engineer (A&E) contractors that meet the professional requirements.

After the evaluation of SF330 submissions in accordance with the evaluation criteria, three or more of the most highly qualified firms will be chosen for interviews to present their approach to the design to arrive at selection of the number one firm for negotiations. 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. The contract is anticipated to be awarded no later than January 31,2022.

Award of any resultant contract is contingent upon the availability of funds.

No solicitation document is available and no other information pertaining to project scope, etc. is available at this time. Any request for assistance with submission or other procedural matters shall be submitted via email only to (jennifer.sotomayor@va.gov).

Personal visits to discuss this announcement will not be allowed.

The NAICS Code for this procurement is 541330, Engineering Services and the small business size standard of $22.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is approximately 120 calendar days including time for VA reviews. The A/E firm shall also be required to perform construction period services if award of a construction project contract is made.

DATABASE REGISTRATION INFORMATION:

VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR THIS ACQUISITION IS 100% SET-ASIDE FOR QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH VAAR 852.219-10. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, (https://www.vetbiz.va.gov/vip), SHALL BE CONSIDERED.

SYSTEM FOR AWARD MANAGEMENT (SAM.GOV):

Federal Acquisition Registrations require that federal contractors register in the System for Award Management (SAM.GOV) database at https://sam.gov/content/ and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM.GOV prior to submitting their qualifications package.

THE EXCLUDED PARTIES LIST SYSTEM (EPLS):

To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Excluded Parties List System (EPLS) located at https://sam.gov/content/ for each person providing services under this contract. Further the contractor is required to certify that all persons listed in the qualifications package have been compared against the EPLS list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

E-VERIFY SYSTEM:

Companies awarded a contract with the federal government shall be required to enroll in E-Verify within 30 days of the contract award date. They shall also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54)

Qualified A-E firms are required to respond if interested by submitting one (1) original completed Standard Form 330 qualification package Parts I and II to include all consultants (form available on-line at: : http://www.gsa.gov/portal/forms/download/116486). Must include in Part I Section H an organizational chart of the firm (excludes consultants) and a design quality management plan. Submission information incorporated by reference is not allowed. All submissions must be in pdf and emailed.

Completed package shall be delivered on or before November 15, 2022, by 12:00PM CT to the following email address: jennifer.sotomayor@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25523R0013 and project name Replace Building 43 Air Handling Units and Add Stand-Alone Chillers, Project No.657A5-23-113.

The 330 submission must be a pdf document and must be below 20 MG.

PROJECT INFORMATION

The mission of the Veterans Affairs Medical Center (VAMC) in Marion, Illinois is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, Marion VAMC engineering service intends to partner with an A/E Firm on a project to modernize the air handling units within the Community Living Center (Building 43) on the Marion VAMC Campus, 2401 West Main Street, Marion, IL 62959. This project will also add stand‐alone chiller(s) to serve the new air handling units. The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, Marion VAMC engineering service expects the following primary A/E disciplines to be included: Supervisory, VPIH, Structural, Architectural, Mechanical, Electrical, and Plumbing (including Fire Protection).

Existing Conditions: The Community Living Center (CLC) / Building 43 (B43) is located on the east end of the Marion Campus. B43 is a 60 bed nursing home care unit that was originally designed in 1983 and construction was completed in 1985. It is a single story building of approximately 36,185 square feet. The climate in the CLC is controlled by two air handling units. AHU‐1 in Mechanical Room 139 and AHU‐2 in Mechanical Room 163. Both air handling unit’ coils are hydronic, using chilled water provided from the campus central plant and hot water from steam heat exchangers. The air handling units feed VAV terminal units throughout the building which are controlled off of pneumatic controls.

Project Intent:

a. Site Investigation:

i. An investigation shall be undertaken to fully assess the field conditions and operations of the existing HVAC system within B43. The results of the investigation shall then be used to establish a design scope which aligns with the intentions of the statements below.

ii. Investigation into other potential system upgrades will occur concurrently. Upgrades could be driven by advances in technology, safety, energy savings or any other factors which would improve overall system performance within the limitations of the project intent.

iii. Investigation shall include documenting station utilities that may be affected during construction activity. These may be interior or exterior, above or below grade relative to the facility.

b. General Conditions:

i. The A/E shall investigate the impact of infection control and maintaining hospital mitigation of air quality requirements, vibration and noise pollution. i. Develop and submit a design that is clearly defined, meets the “Infection Control Barrier” criteria and the overall solution for the primary areas of the construction project using marked‐up plans. The design shall be in accordance with AIA Guidelines for Design and Construction of Hospital and Healthcare Facilities and address; the impact of demolition, renovation (including walls and ceiling), electrical, mechanical, equipment and equipment support installation and new construction.

ii. A detail for infection control barriers along with barrier locations shall be included in the project design. ii. The contractor will be responsible for field verification of existing utilities related to this project’s requirements. If any utilities are damaged during construction activity all mitigative repairs shall be the responsibility of the contractor.

iii. VA engineering service personnel will assist when site inspection procedures affect the operations of any of the building utility systems.

iv. All utilities are critical to facility operations. Any investigation or work impacting the facility or requiring a shutdown shall be scheduled twenty one (21) days in advance with written notice. Work shall be performed at nights and on weekends. The COR has the right to stop work after 8 hours of planned medical facility outages.

v. All proposed rework as well as the final, as‐built conditions of the building shall be subject to comment, revision and approval by the Illinois State Historic Preservation Agency. All costs and labor incurred to achieve a design approved by the Historic Preservation Agency shall be the responsibility of the A/E.

vi. Design errors or omissions, which result in damages or additional cost to the Government will be evaluated for potential A/E liability. If the Government determines that the A/E is financially liable for a design deficiency, the Government will advise the A/E by official correspondence. The Department of Veterans Affairs, actively pursues reimbursement of costs incurred by the Government as result of the A/E’s errors and/or negligent performance. The preferred method of settlement of A/E financial liability is for the A/E to negotiate directly with the Contractor and provide the result to the Department of Veterans Affairs for review and approval. Where the A/E cannot reach an agreement with the Construction Contractor or if the A/E declines to negotiate, The Department of Veterans Affairs will arrange settlement directly with the Contractor and will bill the A/E.

vii. All equipment and finishes to be included in the project design shall be in accordance with current Marion VAMC standards and existing maintenance contracts. A/E

viii. The normal operating hours of this facility are 7 am to 4:30 pm, Monday through Friday, excluding recognized holidays. The construction documents shall require the contractor to reflect this in his proposed work schedule. Work outside the normal operating hours shall require prior authorization by the VAMC.

c. Demolition:

i. Air handling units AHU‐1 and AHU‐2 shall be dismantled and disposed of.

ii. All pneumatic control systems still in service shall be dismantled and disposed of.

iii. Whatever dismantling and removal may be required to accommodate the addition of the dedicated chiller unit(s).

d. Industrial Hygiene:

i. Although there are no known hazardous construction materials (asbestos, lead, mold, etc.) present within the building in question, the AE shall confirm this and should something be discovered during the course of the site investigation the AE shall provide an abatement plan for such material.

e. Structural:

i. Determine capacity of existing building structure to accept the upgraded mechanical components proposed, if needed.

ii. If weaknesses or inabilities to accept the components are encountered, modifications to the structure to allow for the upgraded component would likewise be proposed as part of the project documents.

iii. Determine anchorage and bracing necessary to resist seismic loads for all material and components added by this project in accordance with the VA Structural Design Manual (PG‐18‐10).

f. Architectural:

i. The extent of the architectural work shall be limited to that which is necessary for facilitating the mechanical system upgrades outlined in the Mechanical section.

g. Mechanical:

i. Design of replacements for AHU‐1 and AHU‐2. This shall include replacement of all control valves and piping back to the isolation (shut‐off) valves, except where all new pipe and fittings are required per the addition of the new chillers.

ii. Design of a stand‐alone water chiller(s) system to serve the new air handling units. The chiller design shall include N+1 redundancy and shall retain its current connection to the campus central chiller plant network, albeit in an inactive (valved‐ off) state. The design shall also be compliant with all applicable VA standards associated with the CLC occupanies. The chiller shall be air‐cooled and installed on the building exterior.

iii. Replacement of all pneumatic‐based control systems within the building with digital controls of equivalent capability. This shall include all valves, dampers, actuators as well as the controller units themselves. This control system replacement shall extend to all components within the HVAC systems of B43 including, but not necessarily exclusive to, air handling units, VAV units, fan coil units, heating units, thermostat systems, water heating units (heat exchangers), etc.

iv. The digital control systems provided for use in accordance with the above requirement shall be fully compatible with and integrated into the existing campus BAS (JCI Metasys).

h. Plumbing:

i. The extent of the plumbing work shall be limited to that which is necessary for facilitating the HVAC system upgrades outlined in the Mechanical section.

i. Electrical/IT/Telecom:

i. The extent of the electrical/IT/telecom work shall be limited to that which is necessary for facilitating the HVAC system upgrades outlined in the Mechanical section.

ii. Provide construction period services for arc flash and protective device coordination. After new equipment selection, the A/E shall provide the aforementioned services in addition to typical design phase site investigation and construction phase site visits. Submit TCC’s to the COR for approval. Refer to the VA Electrical Design Manual (PG‐18‐10) section 1.10. Include VA Master Spec (PG‐ 18‐1) 26 05 73.

j. Construction Phasing:

i. Construction contract will utilize critical path phasing as necessary to minimize utility interruption and disturbance to the building and its occupants.

ii. Phasing shall be determined through collaborative effort of both the A/E firm and the VAMC engineering service.

iii. The A/E shall provide phased drawings with ILSM information required for outages of corridors, lobbies, exits, and life safety systems in accordance with Marion VAMC requirements. iv. The AE shall incorporate the need of the contractor to provide temporary climate control within spaces affected by the construction occurring at any given time and shall convey this within their plans. The space conditions (temperature, humidity, etc.) shall be kept within the limits set by the VA HVAC design standards throughout construction.

EVALUATION FACTORS:

Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VAAM 836.602-1.

Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as necessary. SF 330 submissions including any additional pages are not to exceed fifty (50) pages. Each page cannot exceed 81/2 x 11 inches in size.

Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as required and SF 330 submissions including any additional pages are not to exceed fifty (50) pages.

Qualifications (SF330) submitted by each firm for Project No. 657A5-23-113 “Replace Building 43 Air Handling Units and Add Stand-Alone Chillers” will be reviewed and evaluated based on the following evaluation criteria listed below:

(1) Professional qualifications necessary for satisfactory performance of required service. The firm and A-E’s on staff representing the project or signing drawings in each discipline must be licensed to practice in one of the US States. Provide Professional License numbers and/or proof of Licensure.

The specific disciplines which will be evaluated are: Mechanical, Plumbing and Electrical

(2) Specialized experience and technical competence in the type of work required on this project, including, but not exclusive to, seismic structural analysis and retrofit design, VA safety and physical security design, experience in abatement of hazardous construction materials, energy conservation, pollution prevention and waste reduction.

Include Government and private experience on projects similar in size, scope and complexity as well as experience with project phasing in order to maintain facility operations during construction. Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. (This used to be #6, but it fits up here better I think so that it gets a higher priority)

(3) Demonstrated capacity to accomplish work in the required time. 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. In accordance with VAAR 852.219-10(c)(1), prime contractors shall clearly demonstrate how they will meet the requirement that at least 50 percent of the design work be accomplished by employees of the concern or employees of eligible service-disabled veteran owned small business subcontractor/consultant.

(4) Past Performance: Past performance on similar contracts that are complete (design and construction) that the firm has designed relevant in scope to the advertised project with the Department of Veterans Affairs, other Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. Performance on past Government contracts as indicated in Federal performance reporting databases is encouraged. Failure to provide requested past performance data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. Past projects provided for reference shall be the work of the office/branch/individual team member proposed to be performing work under this contract. Project past performances that are older than 5 years will receive a lesser score than those references for projects accomplished within the past 5 years.

(5) Location of Design Firm: Per FAR 36.602-1 Selection Criteria: Market research indicates that at least 3 qualified firms exist within a 500 mile radius of the Marion VA Medical Center located at 2401 W. Main Street Marion, IL 62959. This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms LOCATED WITHIN A 500 MILE RADIUS OF THE Marion Veterans Affairs Medical Center (VAMC) in Marion, IL. Architectural Prime Contractors whose primary (i.e. headquarters, primary corporate office, main office) physical business address is within a 500 mile radius from the Marion VA Medical Center located at 2401 W. Main Street Marion, IL 62959 and resides within the borders of the United States of America will receive a higher score on evaluations.

Architectural Prime Contractors whose primary physical business address is outside a 500 mile radius from the Marion VA Medical Center located at 2401 W. Main Street Marion, IL 62959 and resides within the borders of the United States of America will receive a lesser score on evaluations.

Architectural Prime Contractors are required to verify the primary physical business address (described above) as part of the SF330 response. If the information cannot be verified as required, the SF330 will be found to be nonresponsive and will not receive further consideration.

SF 330 submissions from companies located outside the borders of the United States of America shall not be considered.

(6) Record of significant claims against the firm because of improper or incomplete architectural and engineering services.

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

SUPPLEMENT B (For Schematics, Design Development, Construction Documents, Construction Cost Estimate and Construction Period Services)

DESIGN TIMEFRAME: A/E shall deliver final construction documents No Later Than (NLT) 120 days after the Award/Notice to Proceed Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $1,500,000.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Medical Center (VAMC) in Marion, Illinois is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, Marion VAMC engineering service intends to partner with an A/E Firm on a project to modernize the air handling units within the Community Living Center (Building 43) on the Marion VAMC Campus, 2401 West Main Street, Marion, IL 62959. This project will also add stand-alone chiller(s) to serve the new air handling units.

The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, Marion VAMC engineering service expects the following primary A/E disciplines to be included: Supervisory, VPIH, Structural, Architectural, Mechanical, Electrical, and Plumbing (including Fire Protection).

II. SCOPE OF CONSTRUCTION PROJECT:

1. Existing Conditions: The Community Living Center (CLC) / Building 43 (B43) is located on the east end of the Marion Campus. B43 is a 60 bed nursing home care unit that was originally designed in 1983 and construction was completed in 1985. It is a single story building of approximately 36,185 square feet. The climate in the CLC is controlled by two air handling units. AHU-1 in Mechanical Room 139 and AHU-2 in Mechanical Room 163. Both air handling unit’ coils are hydronic, using chilled water provided from the campus central plant and hot water from steam heat exchangers. The air handling units feed VAV terminal units throughout the building which are controlled off of pneumatic controls.

2. Project Intent:

a. Site Investigation:

i. An investigation shall be undertaken to fully assess the field conditions and operations of the existing HVAC system within B43. The results of the investigation shall then be used to establish a design scope which aligns with the intentions of the statements below.

ii. Investigation into other potential system upgrades will occur concurrently. Upgrades could be driven by advances in technology, safety, energy savings or any other factors which would improve overall system performance within the limitations of the project intent.

iii. Investigation shall include documenting station utilities that may be affected during construction activity. These may be interior or exterior, above or below grade relative to the facility.

b. General Conditions:

i. The A/E shall investigate the impact of infection control and maintaining hospital mitigation of air quality requirements, vibration and noise pollution.

i. Develop and submit a design that is clearly defined, meets the “Infection Control Barrier” criteria and the overall solution for the primary areas of the construction project using marked-up plans. The design shall be in accordance with AIA Guidelines for Design and Construction of Hospital and Healthcare Facilities and address; the impact of demolition, renovation (including walls and ceiling), electrical, mechanical, equipment and equipment support installation and new construction.

ii. A detail for infection control barriers along with barrier locations shall be included in the project design.

ii. The contractor will be responsible for field verification of existing utilities related to this project’s requirements. If any utilities are damaged during construction activity all mitigative repairs shall be the responsibility of the contractor.

iii. VA engineering service personnel will assist when site inspection procedures affect the operations of any of the building utility systems.

iv. All utilities are critical to facility operations. Any investigation or work impacting the facility or requiring a shutdown shall be scheduled twenty one (21) days in advance with written notice. Work shall be performed at nights and on weekends. The COR has the right to stop work after 8 hours of planned medical facility outages.

v. All proposed rework as well as the final, as-built conditions of the building shall be subject to comment, revision and approval by the Illinois State Historic Preservation Agency. All costs and labor incurred to achieve a design approved by the Historic Preservation Agency shall be the responsibility of the A/E.

vi. Design errors or omissions, which result in damages or additional cost to the Governement will be evaluated for potential A/E liability. If the Government determines that the A/E is financially liable for a design deficiency, the Government will advise the A/E by official correspondence. The Department of Veterans Affairs, actively pursues reimbursement of costs incurred by the Government as result of the A/E’s errors and/or negligent performance. The preferred method of settlement of A/E financial liability is for the A/E to negotiate directly with the Contractor and provide the result to the Department of Veterans Affairs for review and approval. Where the A/E cannot reach an agreement with the Construction Contractor or if the A/E declines to negotiate, The Department of Veterans Affairs will arrange settlement directly with the Contractor and will bill the A/E.

vii. All equipment and finishes to be included in the project design shall be in accordance with current Marion VAMC standards and existing maintenance contracts.

viii. The normal operating hours of this facility are 7 am to 4:30 pm, Monday through Friday, excluding recognized holidays. The construction documents shall require the contractor to reflect this in his proposed work schedule. Work outside the normal operating hours shall require prior authorization by the VAMC.

c. Demolition:

i. Air handling units AHU-1 and AHU-2 shall be dismantled and disposed of.

ii. All pneumatic control systems still in service shall be dismantled and disposed of.

iii. Whatever dismantling and removal may be required to accommodate the addition of the dedicated chiller unit(s).

d. Industrial Hygiene:

i. Although there are no known hazardous construction materials (asbestos, lead, mold, etc.) present within the building in question, the AE shall confirm this and should something be discovered during the course of the site investigation the AE shall provide an abatement plan for such material.

e. Structural:

i. Determine capacity of existing building structure to accept the upgraded mechanical components proposed, if needed.

ii. If weaknesses or inabilities to accept the components are encountered, modifications to the structure to allow for the upgraded component would likewise be proposed as part of the project documents.

iii. Determine anchorage and bracing necessary to resist seismic loads for all material and components added by this project in accordance with the VA Structural Design Manual (PG-18-10).

f. Architectural:

i. The extent of the architectural work shall be limited to that which is necessary for facilitating the mechanical system upgrades outlined in the Mechanical section.

g. Mechanical:

i. Design of replacements for AHU-1 and AHU-2. This shall include replacement of all control valves and piping back to the isolation (shut-off) valves, except where all new pipe and fittings are required per the addition of the new chillers.

ii. Design of a stand-alone water chiller(s) system to serve the new air handling units. The chiller design shall include N+1 redundancy and shall retain its current connection to the campus central chiller plant network, albeit in an inactive (valved-off) state. The design shall also be compliant with all applicable VA standards associated with the CLC occupanies. The chiller shall be air-cooled and installed on the building exterior.

iii. Replacement of all pneumatic-based control systems within the building with digital controls of equivalent capability. This shall include all valves, dampers, actuators as well as the controller units themselves. This control system replacement shall extend to all components within the HVAC systems of B43 including, but not necessarily exclusive to, air handling units, VAV units, fan coil units, heating units, thermostat systems, water heating units (heat exchangers), etc.

iv. The digital control systems provided for use in accordance with the above requirement shall be fully compatible with and integrated into the existing campus BAS (JCI Metasys).

h. Plumbing:

i. The extent of the plumbing work shall be limited to that which is necessary for facilitating the HVAC system upgrades outlined in the Mechanical section.

i. Electrical/IT/Telecom:

i. The extent of the electrical/IT/telecom work shall be limited to that which is necessary for facilitating the HVAC system upgrades outlined in the Mechanical section.

ii. Provide construction period services for arc flash and protective device coordination. After new equipment selection, the A/E shall provide the aforementioned services in addition to typical design phase site investigation and construction phase site visits. Submit TCC’s to the COR for approval. Refer to the VA Electrical Design Manual (PG-18-10) section 1.10. Include VA Master Spec (PG-18-1) 26 05 73.

j. Construction Phasing:

i. Construction contract will utilize critical path phasing as necessary to minimize utility interruption and disturbance to the building and its occupants.

ii. Phasing shall be determined through collaborative effort of both the A/E firm and the VAMC engineering service.

iii. The A/E shall provide phased drawings with ILSM information required for outages of corridors, lobbies, exits, and life safety systems in accordance with Marion VAMC requirements.

iv. The AE shall incorporate the need of the contractor to provide temporary climate control within spaces affected by the construction occurring at any given time and shall convery this within their plans. The space conditions (temperature, humidity, etc.) shall be kept within the limits set by the VA HVAC design standards throughout construction.

III. SCOPE OF WORK FOR A/E:

1. Design Development:

a. The A/E shall make investigations necessary to thoroughly evaluate the area. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

b. Upon completion of initial field survey and assessment, provide a comprehensive report of existing conditions and findings to Marion VAMC engineering service. Report will include initial cost estimate for all work included in the project. This report will be considered the Design Narrative as referenced in ”B5 DESIGN REVIEW AND COMPLETION SCHEDULE” below.

2. Construction Documents:

a. After the VAMC approves the A/E's conceptual design, the A/E shall prepare construction documents necessary to accomplish the approved conceptual design. These documents shall bear the seals and signatures of all licensed individuals responsible for the content of the construction documents. Application of the seals and signatures shall be considered verification that the design was conducted in accordance with all applicable code requirements, standards and best engineering practices.

b. As part of the 100% design submission, the A/E shall provide a written synopsis describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This synopsis is intended to be a general description of the project not to exceed two written pages in length.

c. The final design documents from a resultant task order will be subject to review and approval (by signature) of all members of an Integrated Project Team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting.

3. Construction Period Service: The A/E shall perform construction period services as detailed later in this scope of work.

4. Functional Product:

a. It is important to emphasize that the A/E shall perform design development and detailed design work, and prepare detailed construction documents, keeping in mind that the end result is a completely functional and fully operational system.

b. VPIH Survey: The A/E Firm will complete a survey, to include testing, identifying any and all asbestos and lead containing materials within the project area. This project will remove all lead and asbestos in areas being renovated.

c. All spaces within the scope of work must be designed according to applicable codes and standards.

d. The A/E shall submit a design narrative (15%) and design plans (30%, 60%, 90%, 100% Contract Docs for Bidding, and Release for Construction Set) specifications, submittals schedule, estimates and other documentation in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B. The construction work will be performed under a separate Firm-Fixed-Price contract awarded by the VA. As a result, the Construction Documents must conform to the estimated Total Construction Cost Price, not including any contingencies, and convey the entire construction work completely and clearly, such that any bidder can produce an accurate bid without surveying the work site.

e. The A/E will also participate in the Marion VAMC Pre-Construction Risk Assessment to determine the requirements for Infection Control, Interim Life Safety Measures, occupational safety and health, patient safety, public safety, security controls for physical and logistical access, and environmental controls and limitations on vibrations, noise, and disruptions to operations and utilities. The results of these assessments will be included in documentation submitted by the A/E pursuant to, and inclusive of, the Construction Documents.

f. Prior to submittal of a response to this proposal the A/E shall meet with the Contracting Officer’s Representative (COR) at the proposed project site to review the scope of services and the project goals. The COR will provide A/E with a copy of the portions of the latest Facilities Condition Assessment (FCA) applicable to this project.

g. Overall site plans will be provided as a Reference Drawing with Room Numbers showing the areas within the project boundary.

h. The C&A requirements do not apply, and that a Security Accreditation Package is not required.

5. Sustainability Requirements:

a. Design shall comply with the most current version of the VA Sustainable Design Manual at time of award found on the VA technical Information Library https://www.cfm.va.gov/til/sustain.asp

b. The following deviations are allowed: Not applicable.

c. GUIDING PRINCIPLES CHECKLIST: A/E shall complete and submit the appropriate Federal Energy Management Guiding Principles Checklist https://energy.gov/eere/femp/downloads/guiding-principles-checklists-new-construction-and-modernization-and-existing

IV. A/E FEE DETERMINATION:

The A/E is to present their fee proposal for evaluation and negotiation in the following format:

1. Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline. Include a summary of the foregoing with the number of hours required for each drawing type and each major task. The spreadsheet will be used to facilitate review and comprehension of work effort and document fee. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

2. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B. The letter of understanding shall include an analysis of the fee included and excluded from 6% fee limitation as compared to the estimated Construction Budget.

3. Reproduction and delivery costs of Design Review Material and other direct costs, such as travel costs, are included in the costs for each design phase and are not reimbursable. The costs of Bidding reproduction, delivery and other direct costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase. Unused site visits will be deducted at the end of the contract.

4. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule and budget, and will be submitted with project invoices using the NCO 15 invoice format.

5. Correction of A/E’s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA.

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick-Off Meeting:

a. An initial kickoff meeting will be held with the Contracting Officer and local staff. This meeting will be intended to provide an onsite familiarization with the project. The VA will provide workload data and as-built drawings.

b. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). The VA will provide comments and guidance following each design review session. All meetings shall be held at Marion VAMC Campus, 2401 West Main Street, Marion, Illinois 62959.

2. Schematic Design:

a. The A/E firm shall conduct an onsite review of the existing locations of the various functions that will be relocated to and/or remodeled within the space to help understand the needs of the departments. They shall meet with the representatives of these departments to review and compare the VA design guides to the specific departmental needs. This will serve as an opportunity for the A/E to gain a further understanding of the direction the facility wants the project to go.

b. After meeting with the departments, the A/E shall prepare a minimum of three separate schematic layouts of the space for review. The A/E shall provide pros and cons for each option. The A/E shall present these options to the COR who will in turn present them to the departmental leads and senior leadership. The VA will select the preferred option for the design. Space layouts shall meet current VA Space Planning Criteria’s (7610 Building Design Guide) and be in compliance with the Uniform Federal Accessibility Standards (UFAS), and VA Barrier Free Design Guide (PG-18-13).

c. At the Schematic Design Review Meeting, the A/E should be prepared to discuss the scope of the project, provide examples of current VA standard room layouts, site drawings identifying the project area showing a basic schematic layout of the various functions, a timeline for design and a brief construction summary. The A/E shall record the minutes of the meeting to document the thoughts and concerns of the facility.

3. Design Development:

a. The A/E firm shall make investigations necessary to thoroughly evaluate the conditions of the existing space. There will not be a systems redesign for this process. The design shall include any energy efficiency improvements available for the application. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG-18-15, Volume C.

b. Mechanical, plumbing, electrical, and fire and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines. The completed project shall be capable of achieving LEEDS certification.

4. Construction Documents:

a. The A/E firm shall complete such further investigations to develop the accepted design development documents into working drawings and specifications for issuance through the competitive bid process.

b. The A/E firm shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility.

c. In most instances, the VA Master Construction Specifications will be edited and incorporated in the project specifications. However, in those instances where corresponding VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. It is required that the A/E design in accordance to VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections are to be thoroughly edited to maintain uniformity of formatting and structure. All spec writer notes must be remove.

d. Working drawings and specifications shall provide for construction within the National Fire Protection Association Code, VA Standards, and other applicable national codes.

e. The A/E firm shall provide a clause in the specifications indicating method by which a contractor will provide information to the firm to allow the firm to provide as-built drawings upon completion of construction.

5. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided on disc using AutoCAD Release 2017 or later version and also .pdf format. Models should be provided in Revit 2017 or later. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 DESIGN CRITERIA” section of this Supplement B.

b. The A/E firm shall submit said As-Built drawings within thirty (30) days of project acceptance.

6. Reproduction of Drawings and Specifications:

a. Shall be prepared in MS Word and drawings shall be prepared in MS Word and drawings shall be prepared in AutoCad 2017 (or newer) and Revit and submitted to the VA in Revit formatted files in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B.

b. The A/E is required to prepare architectural drawings in Revit. One DVD/CD-ROM computer disk containing all reports, specifications, documents and drawings will be required for each milestone submission. The final Construction Document submission shall include copies of the original digital files (in *.dwg and *.rvt) in addition to the .pdf format files. All necessary reports, cost estimates and other documents shall be prepared in accordance with all applicable portions of the A/E Submission Instructions, Program Guide PG-08-15, and Volume C. The VA reserves the right to require immediate delivery of the A/E’s digital files to the VA at any time.

c. Specifications should be provided in both hardcopy and electronic form.

d. One half size set of drawings and one set of specs shall be sent to the Contracting Officer at the 90% and 100% construction document review periods.

e. At the 90% and 100% construction document review periods, the specifications should have all revisions incorporated providing a “clean” set of specifications for review and approval.

VI. PROMOTION OF FULL AND OPEN COMPETITION:

1. A/E agrees to prepare specifications that are not competitively restrictive or proprietary. Specifications will be based on performance criteria when possible and will not use a product by a specific manufacturer, except as a basis of design.

2. If an occasion arises that use of a product by a specific manufacturer is necessary, the A/E will provide a justification including:

a. Why the particular manufacturer/product must be used or why a performance specification cannot be written (proprietary design, etc.).

b. The evaluation criteria of alternate manufacturer’s product that must be met to be considered equal. These evaluation criteria will be used to accept the alternate manufacturer’s product as equal to the specified product. These evaluation criteria shall be comprehensive to ensure an equal product is supplied meeting contract requirements.

c. In the event it is necessary to pre-qualify major components, the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

d. In addition to requirements of these special provisions, a certification will be provided stating the specification solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply the specified major components or systems of the project.

VII. MISCELLANEOUS:

1. The existing drawings for Building 43 included within the limits of this project will be provided to the A/E consultant For Reference Only. As-Built and Record Drawings have been found to not show the actual location, quantity, etc., of all building features and should only be used as a general guide. The A/E shall verify the existing drawings to the extent necessary for completion of construction. Files in *.dwg or*.rvt format will be provided to the A/E if those files are available for distribution.

2. The VA COR will assist the A/E when site inspection procedures impact the functioning of any of the building utility systems, services or health care operations. Spaces with controlled access will require a member of the VA staff to continuously escort the A/E Consultant whilst accessing the space. As a result, the A/E must coordinate with Marion VAMC engineering service to identify where the A/E is intending to perform site visit surveys at least fourteen (14) days in advance of any site visit.

3. Some utility systems, services or health care operations are critical, and if a disruption is required, it must be executed outside of normal working hours. Normal working hours are Monday through Friday, 7:00 a.m. to 4:30 p.m. This schedule must be coordinated with the VA COR twenty one (21) days in advance.

4. The A/E is responsible for recording the minutes of all meetings with the VA. The format of the meeting minutes shall be subject to prior approval from the VA COR. The draft meeting minutes shall be distributed for review and comment within one working day following the meeting to the COR, who will in turn distribute the same to each invited VA-attendee as required. Meeting minutes are loaded to Submittal Exchange or equal web system. The VA shall have two working days upon receipt of the meeting draft documents to make any additional comments or corrections. The final meeting minutes shall be issued within three working days after the meeting to the VA CO and the COR.

5. Coordination of each submittal will be fully documented by the A/E. Using industry standard methods, the A/E will collect, document and resolve all comments and consolidate them into a usable format. The resolution of each comment requires the COR and commenter’s concurrence. For each design submittal, the A/E will conduct a comment review meeting where each comment received will be either:

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

6. At the conclusion of the comment review meeting, the A/E will provide meeting minutes showing the status of each comment made. The resolution will be incorporated into the project documents (drawings, specifications, etc.) prior to the next submittal. Any comment resolutions not included in the project documents will be provided to the CO and COR with explanation as to why each was not included.

VIII. DESIGN FUNDING LIMITATION:

1. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this Project proceeding into CDs is not to exceed Construction budget listed above not including any Project Contingencies, VA Furnished/ Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the Project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this Project. If, at any time, the A/E determines that the design’s construction cost (excluding contingencies) will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing. Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP.

2. Deductive alternates (acceptable to the VA) of 20% of the Total Construction Contract Price shall be included in the Contract Documents. These Deductive alternatives shall not be utilized to lower the estimated Total Construction Contract Price. The base design must be fully functional with or without selection of the alternates.

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