36C25523R0035.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 657-23-101JB

FCA – Replace Various Air Handling Units/Chiller in Buildings 1, 3, 24, & 51

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: 36C25523R0035, Replace Various Air Handling Units in Buildings 1, 3, 24, 51, Project No. 657-23-101JB

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 March 1, 2023.

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 175 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 January 16, 2023, by 10:00 AM CT to the following email address: jennifer.sotomayor@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25523R0035 and project name Replace Various Air Handling Units in Buildings 1, 3, 24, 51, Project No. 657-23-101JB

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 A/E Firm on a project to Replace Various Air Handling Units/Chiller in Buildings 1, 3, 24, & 51 at Jefferson Barracks (JB) Division, St. Louis, MO 63125. The renovation will address and correct poor Facility Condition Assessments (FCA’s).

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, VPIH, Architectural, Mechanical, Electrical, Plumbing (Including Fire Protection), and Commisioning of HVAC Systems.

I. SCOPE OF CONSTRUCTION PROJECT:

1. The intent of this project is to correct various Mechanical Equipment rated at D or F at the Jefferson Barracks Division, in buildings 1, 3, 24, and 51. This project will replace obsolete Air Handling Equipment, Ducts & Water Distribution Piping, Engineering Control System, Heating System Control Valves & Traps, Condensate Return Station, Fan Coil Units, and Ancillary Equipment which support buildings 1, 3, 24, and 51. The existing equipment is beyond its useful life cycle by approximately 11-45 years. The Facility Condition Assessment review identified the included mechanical equipment as being rated "D and F". By building and record number, the issues shown in attachment "657-23-101JB - FCA Report" will be addressed. Items listed below are priority items that need to be corrected. More items listed on the FCA Report will be included in the design, this will be dependent on the construction budget. Replacement of this mechanical equipment will also allow VASTLHCS to reduce energy consumption and green-house gas emission pursuant to Executive Orders 13423 and 13514. Finally, approval of this project will provide improved patient Environment of Care in regard to temperature and humidity control. We consider this to be critical infrastructure, fixing our usable/needed space, and therefore addresses one of the VHA Priorities for SCIP FY2023. The project includes, but is not limited to following scope:

a. Building 1:

i. (2) Trane Duplex AHUs serving 3rd Floor Offices & Corridors & (1) Trane Simplex AHU serving 3rd Floor (former Animal Research) are in need of replacement due to failed compressor units. Each unit is approximately 10 tons.

ii. The Morgue Refrigeration Unit is in need of replacement.

iii. (1) 2 HP duplex condensate pump and (2) 5 HP duplex condensate pumps serving the building need to be replaced.

iv. Remove and replace Vertical R-22 AHU located in the Old Pharmacy Area in Building 1, West Wing, Ground Level Room GW04. AHU leaks refrigerant.

b. Building 3:

i. The 60-ton reciprocating Carrier chiller is operating at 50% capacity due to leaking/damaged coils. The chiller provides chilled water to the FCU’s. This chiller should be replaced.

ii. The 2 HP duplex condensate pump serving the building should be replaced.

c. Building 24:

i. The 1999 air handling unit (AHU-01), serving the Canteen and Auditorium is in poor condition due to multiple chilled water and steam coil leaks . These coils have been cut and fused closed. This units need to be replaced. This unit provides approximately (20) tons of cooling.

ii. There is an old exhaust fan (1.5 HP) in the crawl space of the mechanical room that needs to be replaced.

d. Building 51:

i. AHU in B-105, serving the North side of the 1st Floor, is in poor condition and should be replaced.

ii. All of the FCU’s are reported to operate with hot water now, instead of steam. The 1st Floor FCU’s have been replaced, though the remaining FCU’s (approx. 130 units) need to be replaced. The 22 VAV boxes have hot water reheat coils that are in need of replacement.

iii. Both pumps are for hot water distribution. (1) pump has been replaced and is relatively new (good condition). (1) pump is old and is in need of replacement. Both pumps are 1 HP each.

iv. There are (2) steam to hot water converters that are in need of replacement, as they’re both at the end of their useful life. The VA recommends that these heat exchangers be replaced. 33 GPM @ 35' HX(2) Part# 5-260-08-072-002.

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. 657-23-101JB “Replace Various Air Handling Units in Buildings 1, 3, 24, 51” 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: - Supervisor, VPIH, Architectural, Mechanical, Electrical, Plumbing, and Fire Protection

(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.

(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 VA St. Louis Health Care System – Jefferson Barracks Division located at 1 Jefferson Barracks Dr. St. Louis, MO 63125.

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 VA St. Louis Health Care System – Jefferson Barracks Division located at 1 Jefferson Barracks Dr. St. Louis, MO 63125. 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 VA St. Louis Health Care System – Jefferson Barracks Division located at 1 Jefferson Barracks Dr. St. Louis, MO 63125 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) 175 days after the Award/Notice to Proceed Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $5,000,000. A/E will also be required to incorporate bid items into the bid documents that will allow for a 20% budget reduction.

B1 SCHEDULE OF SERVICES:

II. 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 A/E Firm on a project to Replace Various Air Handling Units/Chiller in Buildings 1, 3, 24, & 51 at Jefferson Barracks (JB) Division, St. Louis, MO 63125. The renovation will address and correct poor Facility Condition Assessments (FCA’s).

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, VPIH, Architectural, Mechanical, Electrical, Plumbing (Including Fire Protection), and Commisioning of HVAC Systems.

III. SCOPE OF CONSTRUCTION PROJECT:

2. The intent of this project is to correct various Mechanical Equipment rated at D or F at the Jefferson Barracks Division, in buildings 1, 3, 24, and 51. This project will replace obsolete Air Handling Equipment, Ducts & Water Distribution Piping, Engineering Control System, Heating System Control Valves & Traps, Condensate Return Station, Fan Coil Units, and Ancillary Equipment which support buildings 1, 3, 24, and 51. The existing equipment is beyond its useful life cycle by approximately 11-45 years. The Facility Condition Assessment review identified the included mechanical equipment as being rated "D and F". By building and record number, the issues shown in attachment "657-23-101JB - FCA Report" will be addressed. Items listed below are priority items that need to be corrected. More items listed on the FCA Report will be included in the design, this will be dependent on the construction budget. Replacement of this mechanical equipment will also allow VASTLHCS to reduce energy consumption and green-house gas emission pursuant to Executive Orders 13423 and 13514. Finally, approval of this project will provide improved patient Environment of Care in regard to temperature and humidity control. We consider this to be critical infrastructure, fixing our usable/needed space, and therefore addresses one of the VHA Priorities for SCIP FY2023. The project includes, but is not limited to following scope:

a. Building 1:

i. (2) Trane Duplex AHUs serving 3rd Floor Offices & Corridors & (1) Trane Simplex AHU serving 3rd Floor (former Animal Research) are in need of replacement due to failed compressor units. Each unit is approximately 10 tons.

ii. The Morgue Refrigeration Unit is in need of replacement.

iii. (1) 2 HP duplex condensate pump and (2) 5 HP duplex condensate pumps serving the building need to be replaced.

iv. Remove and replace Vertical R-22 AHU located in the Old Pharmacy Area in Building 1, West Wing, Ground Level Room GW04. AHU leaks refrigerant.

b. Building 3:

i. The 60-ton reciprocating Carrier chiller is operating at 50% capacity due to leaking/damaged coils. The chiller provides chilled water to the FCU’s. This chiller should be replaced.

ii. The 2 HP duplex condensate pump serving the building should be replaced.

c. Building 24:

i. The 1999 air handling unit (AHU-01), serving the Canteen and Auditorium is in poor condition due to multiple chilled water and steam coil leaks . These coils have been cut and fused closed. This units need to be replaced. This unit provides approximately (20) tons of cooling.

ii. There is an old exhaust fan (1.5 HP) in the crawl space of the mechanical room that needs to be replaced.

d. Building 51:

i. AHU in B-105, serving the North side of the 1st Floor, is in poor condition and should be replaced.

ii. All of the FCU’s are reported to operate with hot water now, instead of steam. The 1st Floor FCU’s have been replaced, though the remaining FCU’s (approx. 130 units) need to be replaced. The 22 VAV boxes have hot water reheat coils that are in need of replacement.

iii. Both pumps are for hot water distribution. (1) pump has been replaced and is relatively new (good condition). (1) pump is old and is in need of replacement. Both pumps are 1 HP each.

iv. There are (2) steam to hot water converters that are in need of replacement, as they’re both at the end of their useful life. The VA recommends that these heat exchangers be replaced. 33 GPM @ 35' HX(2) Part# 5-260-08-072-002.

IV. SCOPE OF WORK FOR A/E:

1. Design Development:

The A/E shall perform comprehensive site investigations needed to thoroughly evaluate the area. All new air handers should be designed to meet the current needs of the spaces they serve including but not limited to adjustments to heat load, cooling and ventilation as needed. All existing utility capacities shall be verified for the design of the new equipment. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

a. Upon completion of initial field survey and assessment, provide a comprehensive report of existing conditions and findings to VASTLHCS’ Facility Engineering Service. Report will include initial cost estimate for all work included in the Replace Various Air Handling Units/Chiller Project. This report will be considered the Design Narrative as referenced in ”B5 DESIGN REVIEW AND COMPLETION SCHEDULE” below.

2. Construction Document:

a. After the VAMC approves the A/E's design development, the A/E shall prepare construction documents necessary to accomplish the approved design development.

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 (35%, 65%, 95%, 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 VASTLHCS 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. The VASTLHCS Pre-Construction Risk Assessment document will be provided to the A/E. This document will need to be added to the specifications.

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: None

c. GUIDING PRINCIPLES CHECKLIST: AE 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 (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. 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 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. 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 be a systems redesign for this process bring the SPS space up to current design standards. Including but not limited to 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 (SOW Attachment 2).

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.

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 removed.

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.

f. A/E will also package documents in files no larger than 10 MEG or less.

5. As-Built 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.

b. Record As-Built Drawings shall show any and all As-Built conditions, and include, but not limited to, any changes to the 100% Construction Documents, RFI’s, Change Orders, modifications, latent conditions, equipment information, and contractor notes/comments.

c. The A/E firm shall submit said As-Built within 30 days of submitted red-line as-built drawings.

6. 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 As-Built 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: 657-23-101JB_01-GI-001_COVER. Comprehensive .pdf sets shall also be submitted and include the VA Project Number in the description. All drawings in the Release for Construction Set of Contract Documents and Record Drawings drawing sets 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.

f. One half size set of drawings and one set of specs shall be sent to the Contracting Officer at the 95% and 100% construction document review periods.

g. At the 95% 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 Buildings 1, 3, 24, & 51 are 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 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.

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 will be included in the Contract Documents. These Deductive alternatives shall not be utilized to lower the estimated Total Construction Contract Price.

IX. PROBABLE CONSTRUCTION COST ESTIMATE:

1. The estimates shall be prepared using VA Form 10-6238, Estimate Worksheet and provide sufficient detail to identify the cost of project systems and components as appropriate for the stage of development of the design in the SD, DD and CD Phases. Update construction cost data with each submittal review milestone. Costs presented shall be broken down sufficiently to allow for direct comparison cost with the contractor’s proposed cost.

2. VA Form 10-6238, Estimate Worksheet (SOW Attachment 3): This form serves two purposes:

a. To show the division of cost between labor and material for each cost item; and

b. To extend the level of detail of an estimate beyond square foot cost summaries.

The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the VA.

3. Electronic copy of estimate shall be provided with each submittal. Estimate detail shall include a breakdown by Project specification division number for labor and material broken out by quantity and unit cost for each type of material or equipment, including equipment rentals. General Division shall include costs associated with project duration. Include Summary of estimate by Division Number with each submittal.

4. Providing the estimates as "lump sum" or "allowance" figures in the Construction Documents will not be acceptable. For the Schematic estimate, a 15% total contingency allowance is allowable. For the Design Development estimate, a 10% total contingency allowance is allowable. Contingency allowances are not permitted in the final Construction Documents Estimate. Construction cost estimating shall correspond with the work shown in the drawings and be commensurate with the degree of detail shown in the drawings. Construction cost estimating shall also include all elements within the contractor’s bid; such as reasonable overhead and profit and fees across all tiers, insurance, taxes, bonds, hazardous abatement and any other such items. Costs will include itemization of the following:

a. Number of labor hours by trade (or crew1)

b. Labor dollars by trade (or crew1)

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost

f. Any other Direct cost not associated with work to be performed by a specific trade

1 When using a crew, instead of a trade, then use a crew code and include a schedule, or legend, of only the crew codes applied, showing each type of trade, each hourly rate, and each trade person quantity.

5. Some costs for General Conditions or General Requirements may also be required in the project estimate whenever these costs can be shown to be direct costs as opposed to indirect (overhead) costs. For example, if it is common practice for the Contractor to use a rented negative air HEPA machine and consumable plastic sheeting to comply with the Infection Control Risk Assessment (ICRA) requirements, then the associated costs would be direct material and labor costs. In addition, if the Construction Documents require the Contractor to perform fulltime on-site superintendence solely dedicated to the construction project, then these would be direct labor costs. Furthermore, whenever the Contractor is to provide on-site factory-authorized training to the VA staff, then the travel, lodging, meals and incidental costs would be direct costs. If the Construction Documents require the Contractor to perform housekeeping services, then the associated costs would be direct costs. If the Construction Documents call the Contractor to execute specific safety and OSHA activities, then the costs associated with these activities would be direct labor and material costs; however, OSHA activities performed by the Contractor by its staff at its home office and not specified in the Construction Documents, then such associated costs would be indirect costs and would not be included with the project estimate.

B2 INDUSTRIAL HYGIENE SERVICES:

I. INDUSTRIAL HYGIENIST TASKS:

For the work scope described in B1 SCHEDULE OF SERVICES above Hazardous materials (Asbestos, Lead, Mold, heavy metal and etc…) ARE included in this . Lead and Asbestos Hazardous Material Inventories within the project limits may be available from the VA for consultant’s reference. Hazardous Materials site visits are to have 5 conferences and inspections.

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):

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…