36C25523R0023.docx

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER: 657-17-112JB

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

GENERAL INFORMATION

915 North Grand Boulevard

St. Louis MO

CONTACT INFORMATION

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

Leavenworth KS 66048

POINT OF CONTACT*

Jennifer Sotomayor Jennifer A Sotomayor jennifer.sotomayor@va.gov 913-946-1144

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

DESCRIPTION

Synopsis: Request for Architectural and Engineer 330 submission Solicitation: 36C25523R0023, Shock Hazard and Arc Flash Analysis, Project No. 657-23-106

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 229 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 December 6, 2022, by 12:00PM CT to the following email address: jennifer.sotomayor@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25523R0033 and project name Shock Hazard and Arc Flash Analysis, Project No. 657-23-106

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

PROJECT INFORMATION

The mission of the Veterans Affairs Saint Louis Health Care System (VASTLHCS) is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, VASTLHCS’ Facility Engineering Service (FES) intends to partner with an Architect/Engineer (“A/E”) Firm on a project to provide a Shock Hazard and Arc Flash Analysis report at both the John Cochran (JC) and Jefferson Barracks (JB) Divisions of the St. Louis VA Healthcare System. Report shall include all buildings at both the John Cochran (JC) and Jefferson Barracks (JB) Divisions.

Project Intent:

A/E Services are required to inspect electrical systems for adequate code clearances, ground fault protection, code compliance for automatic transfer switches, note use of cable limiters and provide recommendations to prevent single phasing, inspect medium voltage switchgear, and determine whether all 3 phases are monitored or only 2 phases are monitored. For 2 phase monitoring, provide scope and cost estimate for providing adequate protection for all 3 phases, analyze short circuit circulations and highlight any equipment that is determined to be underrated. Provide calculations and highlight any equipment that is determined to be underrated. Provide recommendations to protect the equipment to include scope and cost estimates. Assess the condition of equipment using grading methods in terms of A, B, C, D and F and provide cost estimates to correct grade C, D and F rated equipment.

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 discipline which will be evaluated are: 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 St. Louis VA Medical Center located at 915 North Grand Boulevard St. Louis, MO 63106. This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms LOCATED WITHIN A 500 MILE RADIUS OF THE St. Louis Veteran’s Affairs Medical Center (VAMC) in St. Louis, MO. Architectural Prime Contractors whose primary (i.e. headquarters, primary corporate office, main office) physical business address is within a 500 mile radius from the St. Louis VA Medical Center located at 915 North Grand Boulevard St. Louis, MO 63106 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 St. Louis VA Medical Center located at 915 North Grand Boulevard St. Louis, MO 63106 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

A/E CONTRACT SUPPLEMENT B

(For Architect-Engineer Contract Services)

PROJECT NUMBER 657-23-106

Shock Hazard and Arc Flash Analysis

DESIGN TIMEFRAME: A/E shall deliver final construction documents No Later Than (NLT) 229 days after the Award/Notice to Proceed Letter.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Saint Louis Health Care System (VASTLHCS) is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, VASTLHCS’ Facility Engineering Service (FES) intends to partner with an Architect/Engineer (“A/E”) Firm on a project to provide a Shock Hazard and Arc Flash Analysis report at both the John Cochran (JC) and Jefferson Barracks (JB) Divisions of the St. Louis VA Healthcare System. Report shall include all buildings at both the John Cochran (JC) and Jefferson Barracks (JB) Divisions.

The A/E Firm must provide Basic Professional Services as delineated in the Scope of Work. As part of the Basic Professional Services, FES expects the following primary A/E disciplines to be included: Supervisor, Architectural, Mechanical, Electrical, and Plumbing (Including Fire Protection).

II. SCOPE OF WORK FOR A/E:

A/E Services are required to inspect electrical systems for adequate code clearances, ground fault protection, code compliance for automatic transfer switches, note use of cable limiters and provide recommendations to prevent single phasing, inspect medium voltage switchgear, and determine whether all 3 phases are monitored or only 2 phases are monitored. For 2 phase monitoring, provide scope and cost estimate for providing adequate protection for all 3 phases, analyze short circuit circulations and highlight any equipment that is determined to be underrated. Provide calculations and highlight any equipment that is determined to be underrated. Provide recommendations to protect the equipment to include scope and cost estimates. Assess the condition of equipment using grading methods in terms of A, B, C, D and F and provide cost estimates to correct grade C, D and F rated equipment.

Per VHA Directive 1028, Arc Flash Risk Assessment must be reviewed at least every 5 years and updates as changes mandate. The shock hazard and arc flash hazard analyses, along with any subsequent system labeling or outpatient reports must comply with the requirements outlined in the latest NFPA 70E and the Institute of Electrical and Electronics Engineers (IEEE) Standard 1584. Each Line Item below will require deliverables from the A/E.

1. Review of Existing Electrical Systems. The A/E shall review existing drawing and conduct site visits to gather information necessary to develop information necessary to produce drawings and conduct an analysis of the entire electrical systems of John Cochran and Jefferson Barracks Divisions of the St Louis Health Care System.

DELIVERABLES FOR LINE ITEM 1

· Kick-off Meeting Minutes.

· Weekly update on completion of this Line Item.

· Data Output Report from Input to database/software used for conducting technical review of electrical equipment (Make, Model, Size, Connectivity, Conductor Size, and Length).

2. Develop CADD Documentation of Existing Electrical Systems. The A/E shall develop detailed CAD/REVIT drawings and provide to the VA for review prior to conducting a full analysis of the electrical systems. The drawings shall include the location of each piece of electrical equipment (panels, transformers, switches, automatic transfer switches, etc.) to include hardwired equipment (motor control units, motors, elevator motors, pumps, compressors, etc.) on floor plans.

DELIVERABLES FOR LINE ITEM 2

· .PDF Drawings of the Existing Electrical Equipment Layout.

· Meeting Minutes for VA Comment Review Meeting to Include Specific Resolution Matrix of all VA Comments.

· Weekly update on completion of this Line Item.

3. Analysis of Electrical Systems to include Coordination of Protective Devices. The A/E shall conduct a detailed analysis of the electrical systems.

DELIVERABLES FOR LINE ITEM 3

· One-Line Drawings for each analysis in .PDF and .DWG. One-Line Drawings should be complete by building in addition to an overview of the division electrical distribution. Specific information required includes:

· Calculated Short Circuit Values at each Bus.

· Breaker and Fuse Ratings.

· Transformer kVA, voltage ratings and wiring connections.

· Voltage at each Bus.

· Conduit Material, Conductor Size and Lengths.

· Generator kW and Voltage Ratings.

· Ground Resistance Analysis. A concise qualitative description describing the overall condition of the facility ground resistance shall be provided. Any violations of NEC or other abnormalities (high ground resistance, damaged conductors or electrodes, harmonics, etc.) warranting further detailed study shall be highlighted. Analysis of the facility ground resistance shall be based upon:

· Ground Resistance Testing.

· Visual inspection of visible ground system components.

· Data on ground system made available by the Medical Center.

· Short Circuit Study produced by the appropriate software for each analysis. Systematically calculate the fault impedance to determine the available short circuit and ground fault currents at each bus. Incorporate the motor contribution in determining the momentary and interrupting ratings of the protective devices. Motors less than 25 HP may be grouped together. Pertinent data and the rationale employed in developing the calculations shall be incorporated in the introductory remarks of the study. Present the data determined by the short circuit study in a table format. Include the following:

· Transformer kVA and voltage ratings, percent impedance, X/R ratios, and wiring connections.

· Generator kW and voltage ratings.

· Conduit material, feeder sizes, length, and X/R ratios.

· Device identification (Manufacturer, Catalog No., Device Curve No., and ID).

· Operating voltage.

· Protective device.

· Device rating.

· Calculated short circuit current.

· Hazard-Risk category at each piece of equipment for the worst-case fault condition.

· Coordination Curves. Prepare the coordination curves to determine the required settings of protective devices to assure selective coordination. Graphically illustrate (using log paper) that adequate time separation exists between series devices, including the utility company upstream device.

· Plot the specific Time Current Characteristics (TCC) of each device in the electrical system as follows:

· Provide TCC curve down to the last branch-circuit panel board (regardless the protective device is an adjustable or fixed device) in the three-branches of the Essential Electrical System (EES).

· Provide TCC curve down to the last adjustable device (stop after the first fixed device) in the Normal System but at the minimum two-level curves from each of the building Service Entrance switchgear/switchboard shall be provided.

· The following specific information shall also be shown on the coordination curves at each level of power distribution system:

· Device identification (including Manufacturer, Catalog Number, Device Curve Number, and ID).

· Voltage and current ratio for curves.

· 3-Phase and 1-Phase ANSI damage points for each transformer.

· Nodamage, melting, and clearing curves for fuses.

· Cable damage curves.

· Transformer inrush points.

· Maximum short circuit cutoff point.

· Excerpts from one-line diagram reflecting the protective devices modeled on each curve. This excerpt may be inserted onto a corner (typically top right-hand) of the curve print out or may be on the preceding facing page for ease of reference.

· Provide explanation, analysis, and recommendation to achieve better coordination.

· The analysis for recommended curve of a particular device shall be put right after the existing curve in the report for comparison.

· Develop a table to summarize the settings selected for the protective devices. Include all medium voltage devices in the table, as well as all low voltage devices which require modification, showing the following data:

· Device identification.

· Relay CT ratios, tap, time dial, and instantaneous pickup.

· Circuit breaker sensor rating, longtime, shorttime, instantaneous settings, and time bands.

· Fuse rating and type.

· Ground fault pickup and time delay.

· Voltage Drop Calculations:

· Provide voltage drop calculations for all three-phase branch and feeder circuits. Show calculated voltages at each bus and voltage drops on each feeder.

· Calculations shall be based on the maximum values of kVA, kW, kvar, power factor and amperes for each power circuit.

· For branch circuit level, use 80% of nameplate rating.

· For incoming service and distribution level, use 50% of the nameplate rating or actual maximum peak demand load collected in the field if it is available.

· Provide tabular information showing the sizes of all cables, transformers, and other circuit data.

· Provide a system one-line diagram which clearly identifies individual equipment busses, bus numbers, cable and bus connections, and other circuit information.

· Provide a separate section or tables which provide an evaluation of the calculated voltage drops with recommendations for improvements where voltage drops exceed the allowable NEC limits.

· Emergency Power System Analysis:

· A narrative describing the existing emergency power system(s) at the Medical Center shall be provided, to include a description of each emergency generator, physical location, size (kW and ampacity), voltage, configuration (phase, wire), circuit number, age, and overall condition.

· A summary of the average loading on each generator shall be provided and then compared to projected future loads (A-E shall develop load projections from discussing forecast projects and growth with VAMC engineering staff).

· Provide a qualitative narrative on the suitability of the existing generators to meet projected future loads. If existing Emergency Power System (EPS), including generators, is not adequate to meet either current or future demands, recommendations provide recommendations to ensure adequacy of the current and future EPS.

· Protective Device Settings:

· For all adjustable and fixed protective devices, provide tables to show existing settings and new settings where changes are recommended for proper protection.

· If adjustments will not provide adequate protection, provide recommendations to update or replace the existing underrated equipment and include cost estimates to accomplish the necessary corrections.

· Provide table in Excel format to show ONLY the devices that require that their settings need adjustment.

· Weekly update on completion of this Line Item.

· Meeting Minutes from the Report Presentation Meeting provided to John Cochran (JC) Division and Jefferson Barracks (JB) Division.

· Two Software Licenses for the Software Used to Conduct the Analysis; Software Licenses will be used by the VA to update electrical equipment removed, modified and/or added in the future. The VA shall have the ability to complete its own analysis in future years.

4. Oversight of VA Personnel Resetting Protective Devices. Provide electrical expertise during any setting changes conducted by the VA.

DELIVERABLES FOR LINE ITEM 4

· Weekly update on completion of this Line Item.

5. Provide Labels for Protective Devices in Accordance with NFPA 70E. Provide labels for each piece of electrical equipment that is required by NFPA 70E. Information shall include at a minimum: 1) Nominal System Voltage; 2) Arc Flash Boundary; 3) Arc Flash incident energy/Risk Level or Minimum Arc Flash Rating for Personal Protective Equipment (PPE); 4) Limited Approach Distance; 5) Unique Equipment Designation; 6) Manufacturer; and 7) Date of study.

DELIVERABLES FOR LINE ITEM 5

· Printed label for each Electrical Piece of Equipment in Analysis.

· Digital file of the label for each Electrical Piece of Equipment.

· Weekly update on completion of this Line Item.

6. Provide proposals for projects that would correct or enhance the existing electrical systems. The latest Electrical Maintenance and Testing Reports are available for use. Upon completion of the study, the A/E shall provide a list of proposed actions and cost estimates that would enhance the existing electrical systems.

DELIVERABLES FOR LINE ITEM 6

· Adequate Code Clearances. For all electrical equipment, determine if adequate code clearances exist. Note cases by site, building and specific equipment that do not include adequate code clearances and provide scope and cost estimates to resolve the problems. Provide information in table format.

· Ground Fault Protection. Determine if ground fault protection exists where required by NFPA 70 Articles 215 and 517. Note all cases where this condition exists and provide scope and cost estimates to correct. Provide information in table format.

· Automatic Transfer Switches. For all automatic transfer switches, determine if the correct 3-pole or 4-pole switches are used. Where ground fault protection is used on the normal feed to the switch, determine if the switch is correctly wired. Note all cases where this condition exists and provide scope and cost estimates to correct. Provide information in table format.

· Cable Limiters. Note any use of cable limiters and provide recommendations to avoid any single phasing conditions. Note all cases where this condition exists and provide scope and cost estimates to correct. Provide information in table format.

· Switchgear. On the medium voltage switchgear, where under-voltage relays are used, determine whether all 3 phases are monitored or only 2 phases are monitored. For those locations where only 2 phases are monitored, provide a scope and cost estimate for providing adequate protection for all 3 phases.

· Short Circuit Calculations. Analyze the short circuit calculations and highlight any equipment that is determined to be underrated. Provide recommendations to effectively protect the underrated equipment to include scope and cost estimates.

· Coordination Curves. Analyze the coordination curves developed in Task 3, highlight areas lacking coordination. Present a technical evaluation with a discussion of the logical compromises for best coordination.

· Equipment Assessment. Assess the equipment condition using grading method in term of A, B, C, D and F. Provide scope and cost estimates to correct Grade C-, D and F Rated Equipment. See table below.

· Weekly update on completion of this Line Item.

7. Provide final drawings showing physical location of each piece of electrical equipment and each piece of hardwired electrically powered equipment.

DELIVERABLES FOR LINE ITEM 7

· Final .PDF and .DWG electronic files of floor plans and full size Mylar reproducible floor plans.

· Weekly update on completion of this Line Item.

III. 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 (SOW Attachment 1). 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. 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.

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 to be included. 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 each design phase. 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.

IV. 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 any available As-Built drawings. Any available As-Built drawings, electronic or hard copy, and supporting documentation will be made available to the A/E at the Kick-Off meeting. Please note that all As-Built Drawings and documents furnished by VA St. Louis are for informational purposes only, and it is the responsibility of the A/E firm and contractors to verify existing conditions to fulfill their contract obligations.

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 via Microsoft Teams.

2. Final Drawings:

a. All electronic files shall be sent to the VA and subject to review and approval by the VA. All electronic files sent to the VA shall be in packages no larger than 10 MB for internal distribution. BIM models may be sent separately via CD or an approved file sharing system and be as large as required. Submit one full size set on sheets of mylar. The A/E firm shall submit one (1) complete set of drawings provided on disc using AutoCAD Release 2020 or later version and also .pdf format. Models should be provided in Revit 2022. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 DESIGN CRITERIA” section of this Supplement B.

3. Reproduction of Drawings and Specifications:

a. The VA St. Louis Health Care System currently utilizes AutoCAD 2020 and Revit 2022. Submit all electronic drawings to support this format. All other supporting documents shall be prepared in MS Word and in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B. If CAD technology (AutoCAD) is used, then all CAD files and supporting electronic files shall be submitted to the VA, including but not limited to external references, images, or other documents. All external references shall be linked via “No Path” or “Relative Path” and it is preferred that images are inserted into the .dwg file. If BIM technology (Revit) is used, then all BIM models and corresponding BIM files shall be submitted to the VA. BIM files shall be linked via “No Path” or “Relative Path” and it is preferred that images are inserted into the file. BIM model names, work set names, and sheet names shall conform to the naming standards set forth in any supplied documents.

b. AutoCAD files and .pdf files shall be generated and submitted with each submittal and conform to TIL standards. The name of each electronic sheet (.pdf & .dwg) shall be the VA Project Number, sheet number, and sheet name. For example: 657-23-106_01-GI-001_COVER. Comprehensive .pdf sets shall also be submitted and include the VA Project Number in the description. All drawings in the Final Drawing submission set shall be signed and sealed by the Architect and/or Engineer of record.

c. See the Milestone Submittal Requirements table in this document for requirements at each submittal unless noted otherwise. All electronic files sent to the VA shall be in packages no larger than 10 MB for internal distribution. BIM models may be sent separately via CD or an approved file sharing system and be as large as required.

d. One DVD/CD-ROM computer disk containing all reports, specifications, documents and drawings will be required for each milestone submission. 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.

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

V. 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.

VI. MISCELLANEOUS:

1. The existing drawings for both the John Cochran (JC) and Jefferson Barracks (JB) Divisions are included within the limits of this project and 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 VA Engineering 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, 7:30 a.m. to 4:00 p.m. This schedule must be coordinated with the VA COR fourteen (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.

B2 INDUSTRIAL HYGIENE SERVICES (ARE NOT INCLUDED IN THIS CONTRACT):

I. INDUSTRIAL HYGIENIST TASKS (ARE NOT INCLUDED IN THIS CONTRACT):

For the work scope described in B1 SCHEDULE OF SERVICES above Hazardous materials (Asbestos, Lead, Mold, heavy metal, etc.…) ARE NOT included in this contract. Lead and Asbestos Hazardous Material Inventories within the project limits may be available from the VA for consultant’s reference. Hazardous Materials site visits for conferences and inspections are not included in this contract.

1. Architect/Engineer Responsibilities:

a. Determine if asbestos, lead or mold is present. If found, design a method for abating/remediating all asbestos containing materials, lead containing materials and mold contaminated items impacting this project.

b. Determine location of asbestos, lead and/or mold contamination, and any water and moisture damage. Work with the I.H. to uncover and assess hidden areas.

c. For mold contamination, determine entry point of water infiltration

d. For asbestos and lead contamination, determine the extent of abatement required to eliminate all impacts to this project.

e. Proposal to include VPIH Lab Testing.

f. Review the most recent JB Campus Wide I.H. Report.

g. Produce a written report compiling all necessary information.

II. VA PROFESSIONAL INDUSTRIAL HYGIENIST (VPIH) (ARE NOT INCLUDED IN THIS CONTRACT):

The A/E will retain a specialist in VPIH services to provide sufficient oversight of the abatement process. The following VPIH services will comply with federal, state and local laws and regulations:

1. Review of Contractor Provided Asbestos Abatement Plan: The VPIH is responsible for reviewing and approving the Contractor's Professional Industrial Hygienist (CPIH) work plans. Provide comments and recommendations to ensure VA personnel and/or patients are not exposed to asbestos fibers.

2. Provide Air Sampling: Provide air sampling of the construction site to verify that no asbestos fibers were released during the asbestos abatement activities. Field work and sampling activities shall be performed by trained personnel under the direction of a licensed Industrial Hygienist or Board Certified Microbial Consultant.

3. Provide Abatement Oversight: Provide oversight of the abatement contractor to ensure compliance with abatement laws and regulations.

4. Provide Final Clearance: Ensure the contractor has completed the abatement work required and provide final clearance that the abatement work is complete and there are no impacts to the Medical Center.

5. Provide Final Report: Provide a final report showing daily logs, sampling results and collected documents.

III. All work shall be in compliance with applicable laws, regulations and procedures published or issued by federal, state and local regulatory agencies for the abatement and control of hazardous materials.

B3 GOVERNMENT FURNISHED DESIGN CRITERIA:

I. The A/E shall design in accordance with the requirements of the following VA publications, which can be found in the VA Tech Info Library (TIL) at http://www.cfm.va.gov/TIL/ :

-VA Master Construction Specifications, Program Guide, PG-18-1; http://www.cfm.va.gov/TIL/spec.asp -VA Design and Construction Procedures, PG-18-3; http://www.cfm.va.gov/TIL/cPro.asp -VA Standard Details, PG-18-4, Volumes 1, 3, 4, 5, 6 & 7; http://www.cfm.va.gov/TIL/sDetail.asp -VA Equipment Guide List, PG-18-5; http://www.cfm.va.gov/TIL/equip.asp -VA Design Manuals for the applicable disciplines, PG-18-10; http://www.cfm.va.gov/til/dManual.asp -VA HVAC Design Manual, PG-18-10; https://www.cfm.va.gov/til/dManual/dmHVAC.pdf -VA HVAC Design Manual Change Summary, PG-18-10; https://www.cfm.va.gov/til/dManual/dmHVACSumm.pdf -VA Cost Estimating Requirements for Veterans Affairs Facilities, PG-18-10; https://www.cfm.va.gov/til/ae/CostEstimatingManual.pdf -VA Design Guides for Graphics, PG-18-12; http://www.cfm.va.gov/til/dGuide.asp -VA Barrier Free Design Guide, PG-18-13; http://www.cfm.va.gov/TIL/accessibility.asp -VA Environmental Compliance Manual, PG-18-17; http://www.cfm.va.gov/til/spclRqmts.asp#EC -VA Design Alerts and Quality Alerts; http://www.cfm.va.gov/til/alert.asp -VA CAD Standards; http://www.cfm.va.gov/til/projReq.asp#cad -VA Design Review Checklists; http://www.cfm.va.gov/til/projReq.asp#reviewCheck -VA AE Design Submission Requirements; http://www.cfm.va.gov/til/aeDesSubReq.asp -Office of Construction & Facilities Management Design Manual, Architectural Design Manual, http://www.cfm.va.gov/til/dManual/dmARhosp.pdf -VA Medical Center Memorandums (“MCM”) (Request From COR) II. Other design criteria may be required to meet specific requirements of the design work scope that are not listed above, or are not available on the VA Office of Facilities web site. The A/E is responsible for obtaining and complying with all such criteria.

B4 DESIGN DELIVERABLES:

I. DISTRIBUTION OF A/E MATERIALS TO THE VA:

The A/E shall provide the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not be transmitted through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Provide Submittal Exchange or equal web system. Service should be provided through construction period services and allow use by construction contractor.

1. Reproduction and delivery costs of Design Review Material in accordance with the “Milestone Submittal Requirements” are included in the costs for this contract.

2. Bidding and Construction Material reproduction and delivery costs in accordance with the “Milestone Submittal Requirements” are included in the contract.

· The A/E shall provide a “Stand Alone Certification Memo” to the VA with the 65% Contract Documents for Bidding (SOW Attachment 8).

3. Record Documents (“As-Built”) shall be submitted to the VA immediately prior to final acceptance of the project by the VA. Record Documents shall conform to the VA standard requirements including originals and record specifications incorporating all of the actual finished conditions, project revisions/amendments and products. Record Document Material reproduction and delivery costs in accordance with the “Milestone Submittal Requirements” are included in the contract.

II. MILESTONE SUBMITTAL REQUIREMENTS (Refer to following page):

MILESTONE SUBMITTAL REQUIREMENTS

Number of Required Submittal Documents

Data Input (Line Item 1):

Investigative Drawings (Line Item 2):

Analysis (Line Item 3):

Arc Flash Labels (Line Item 5):

Proposed Scope (Line Item 6):

Final Drawings (Line Item 7):

Note 1: “.orig” indicates digital file in the document’s original file format i.e. “.doc”, “.rvt”, “.dwg”, “xls”, etc.

Note 2: Letter size reports may contain 11” x 17” drawing or exhibit pages tri-folded to letter size as required.

Note 3: Letter size (8.5” x 11”) submittal documents less than or equal to 25 pages may be stapled, all other letter size documents shall be bound with a Cover Sheet containing the Project information, date and Table of Contents.

B5 DESIGN REVIEW AND COMPLETION SCHEDULE:

I. The A/E shall perform Design work according to the schedule shown below. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Note 1: Number of Days is calendar days.

1. The Contracting Officer (CO) may schedule additional Design Reviews as necessary when it is determined by the CO that such reviews are required for satisfactory completion of A/E contract requirements. The A/E will be reimbursed for additional review meetings in accordance with the rate sheet, unless it is solely determined by the CO that such additional reviews were requested by the A/E, or were required due to the A/E’s failure to meet contract requirements.

2. The A/E is responsible for recording the minutes of all meetings. 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. Notification by email to the COR that the draft documents are available on Submittal Exchange or equal web system, is the preferred method. The VA shall have (2) calendar days upon receipt of the meeting draft documents to make any additional comments or corrections. The final meeting minutes shall be issued within (3) calendar days after the meeting to the VA CO and the COR.

3. Milestone review minutes shall comply with the requirements for meeting minutes, except that two days shall be added to each response period. In addition, the submitted milestone review drawing mark-ups by the VA and any review meeting comments shall be described in a tabular form with the comment (listed by discipline), comment originator, partly responsible for responding to comment, and a column indicating whether comment was incorporated into design documents. If comment was not incorporated or only partially incorporated, provide an explanation for the action.

4. The interim and final documents from this 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 by the first design review meeting. The A/E shall prepare a title sheet for each submission and phase as appropriate to receive approval signatures from members of the IPT. The COR will provide A/E with a copy of the Memorandum identifying IPT members.

B6 SOLICITATION SUPPORT SERVICES (ARE NOT INCLUDED IN THIS CONTRACT):

I. AE shall provide solicitation support services during the construction period’s solicitation phase.

1. Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

2. The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

II. Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

1. Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

2. Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

3. Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

III. In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction Documents.

B7 STRUCTURAL ECONOMIC ANALYSIS:

I. A structural economic analysis IS…