36C25523R0089.docx

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER: 657-17-112JB

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

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER 657A5-23-111

Connect Electrical Generators

GENERAL INFORMATION

SET-ASIDE

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

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Maria Hoover maria.hoover@va.gov 913-946-1127

PLACE OF PERFORMANCE

2401 West Main St.

Marion Illinois

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Synopsis: Request for Architectural and Engineer 330 submission Solicitation: 36C25523R0089, Connect Electrical Generators to Campus Grid, Project No. 657A5-23-111

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 May 31, 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 maria.hoover@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 $25.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design of this project is approximately 120 calendar days including time for VA reviews. The A/E firm shall also be required to perform construction period services if award of a construction project contract is made.

DATABASE REGISTRATION INFORMATION:

VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR THIS ACQUISITION IS 100% SET-ASIDE FOR QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH VAAR 852.219-10. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, now Veteran Small Business Certification (sba.gov), 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 format and emailed.

Completed package shall be delivered on or before April 3, 2023, by 12:00PM CT to the following email address: maria.hoover@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25523R0089 and project name Connect Electrical Generators to Campus Grid, Project No.657A5-23-111.

The 330 submissions must be a pdf document and must be below 20 MB.

PROJECT INFORMATION

INTRODUCTION

This project will connect (2) 2.5MW electrical generators to the campus medium voltage grid. This project will meet VA directive 1028 for 2 separate substation sources of power to the campus which is currently not being met.

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 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. 657A5-23-111, “Connect Electrical Generators to Campus Grid” will be reviewed and evaluated based on the following evaluation criteria listed below:

Professional Qualifications: the qualifications of the individuals will be examined for experience and education and their record of working together as a team that are necessary for satisfactory performance of required services. 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.

Specialized Experience and Technical Competence: specific experience and technical skill in the type and scope of work required for this project including, medical facilities renovations to existing medical facilities, where appropriate, and VA Safety and Physical Security design. Experience in abatement of hazardous construction materials, energy conservation, pollution prevention, waste reduction and use of recovered materials. 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 operation during construction. Provide at least five, similar projects and how well the proposal addresses technical capabilities in design quality management procedures, Computer-Aided Design and Drafting/Building Information Modeling, equipment resources, and laboratory requirements for the firm and any proposed subcontractors.

Capacity to Accomplish the Work: the general workload and staffing capacity of the design office which will be responsible for the majority of the design and the ability to accomplish the work in the required time will be evaluated. In accordance with VAAR 852.219-10(d)(1), prime contractors shall clearly state and 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.

Past Performance on similar project contracts with the 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.

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

Reputation and standing of the firm and its principal officers within the design community with respect to professional performance, general management and cooperativeness, including awards, merits and recommendation.

Record of significant claims against the firm or terminated contracts because of improper or incomplete architectural and engineering services.

The extent to which potential contractors identify and commit to the use of service-disabled Veteran-owned small businesses.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

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

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

CONSTRUCTION BUDGET/DESIGN LIMITATION: $4,500,000.00. 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:

I. INTRODUCTION:

The mission of the Veterans Affairs Marion, Il. Health Care System) is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, Marion Facility Engineering Service (FES) intends to partner with an A/E Firm on a project to Connect the (2) 2.5MW Generators and Provide new Medium Voltage Switchgear Required to Power the Marion VAMC Campus.

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, Mechanical, Electrical, Plumbing (Including Fire Protection).

II. SCOPE OF WORK FOR A/E:

1. Design Development:

a. The A/E shall make investigations necessary to thoroughly evaluate the existing conditions of the electrical feed system on campus and insure that the generators can be connected and meet all applicable codes. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

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

c. There are (2) 2,500 KW diesel generators in the SE corner of our campus. They are low hour generators that have not been run for a while. A full service and maintenance will need completed on them and they will need to be brought into operational condition. The generator voltage is 7620/13,200 and our campus electrical grid runs at 12,470 Volts. A small substation will need to be built for the equipment needed to convert to the proper voltage and for all the remaining equipment (automatic transfer switches etc.) to connect to our current electrical grid. Existing generators that are located at specific buildings will stay where they are and remain in service as the EES, but the two generators at the SE corner of campus should be utilized as a secondary provider of electrical power to our campus. In addition to the generators and the substation and gear to connect them to the electrical power grid, our current main switch gear is aging and needs replaced. We have 3 active feeders that are powered from a switchgear building in the SE corner of campus. This switchgear will be replaced with new switchgear included with the substation provided by this project. Included with the new switchgear, a test load bank is needed so that we can run and test the generators as part of our facility maintenance program. All work will be performed in accordance with this SOW, all local, state, and federal codes, and all VA requirements.

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

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

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

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

5. Sustainability Requirements:

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

b. The following deviations are allowed: 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. 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 as-built drawings.

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

2. Schematic Design:

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

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

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

3. Design Development:

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

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

4. Construction Documents:

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

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

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

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

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

5. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided on disc using AutoCAD Release 2017 or later version and also .pdf format. Models should be provided in Revit 2016 or later. The A/E shall follow the VA Standard CAD format for layering in accordance with the “B3 DESIGN CRITERIA” section of this Supplement B.

b. The A/E firm shall submit said As-Built drawings within 30 days of project completion.

6. Reproduction of Drawings and Specifications:

a. Shall be prepared in MS Word and drawings shall be prepared in MS Word and drawings shall be prepared in AutoCad 2015 (or newer) and Revit and submitted to the VA in Revit formatted files in accordance with the “B4 DESIGN DELIVERABLES” section of this Supplement B.

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

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

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

e. 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 of the Electrical Feeder System 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, 7:00 a.m. to 4:00 p.m. This schedule must be coordinated with the VA COR fourteen (14) 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 NCO15 Form 10-6298 AE Fee Proposal Submission Form 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. NCO15 Form 10-6298 AE Fee Proposal Submission Form: 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.

B3 GOVERNMENT FURNISHED DESIGN CRITERIA (COR to verify current list against TIL):

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 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 each design phase and are not reimbursable.

2. Bidding and Construction Material reproduction and delivery costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase and are not reimbursable.

3. The A/E shall provide a “Stand Alone Certification Memo” to the VA with the 65% Contract Documents for Bidding. (see attached format).

4. 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 CPS Phase and are not reimbursable.

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

MILESTONE SUBMITTAL REQUIREMENTS

Number of Required Submittal Documents

Design Narrative Submittal:

Condition Assessment

35% Schematic Design Submittal:

Reports & Calculations

95% Contract Document Submittal

100% Contract Documents for Bidding

Release for Construction Set (Incorporate all Solicitation Amendments):

Record Document Submittal:

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 the work required by this contract within 120 calendar days reflective of schedule below. The A/E shall provide Professional Architects and Engineers as directed by the Contracting Officer who are familiar with the work to attend the Design Reviews on the following days:

Note 1: Number of Days is 120 calendar days.

Note 2: Review Meetings occur on noted number of days after submittal of phase documents.

Note 3: “TBD” is To-be-Determined.

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 an A/E provided ftp site, or as an attachment, is the preferred method. 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.

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 (SD, DD and CD) 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 SCHEMATIC REVIEW SUBMISSION (35% REVIEW):

I. SPECIFICATIONS:

1. Submit an index of all VA Master Construction Specification sections intended for use. Include a brief description of any A/E originated sections to be used.

2. A/E shall obtain the VA Master Construction Specifications and any other VA Technical Documents at http://www.va.gov/facmgt.

1. Show legends that as a minimum reflect all items denoted on drawing at this submission.

II. PLUMBING:

1. Submit, as a minimum, outline plan drawings showing main water line locations feeding the project boundary, compressor locations, sizes of main lines , including drains, points of connection to existing piping, all new piping and piping to be removed.

III. ELECTRICAL:

1. Submit, as a minimum, floor plan showing new and existing panel locations and sizes. Indicate point of connection to existing distribution centers.

IV. PHASING:

1. Submit, as a minimum, drawing number indicating a separate phasing drawing.

2. Provide a written description of each Phase.

VIII. COST ESTIMATES:

1. A/E shall submit a construction cost estimate simultaneously with the drawings for this project at each project submission.

2. This estimate shall show the cost of construction which would be expected to be reflected by the Construction Contractor’s bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, “lump sum” or “allowance” figures will not be acceptable.

B7 ATTENDANCE AT CONFERENCES:

I. Attendance at Construction Pre-Bid conference IS required with regard to this task order.

B8 STRUCTURAL ECONOMIC ANALYSIS:

I. A structural economic analysis IS required with regard to this task order.

B9 STRUCTURAL/SEISMIC ANALYSIS:

I. A structural/seismic analysis IS required with regard to this task order.

B10 CONSTRUCTION PERIOD SERVICES:

I. A/E firm shall provide such construction period services to allow the VA to monitor the contract on a daily basis with adequate support from the A/E firm. The items of support shall include, but not be limited to:

1. Review of all technical submittals, shop drawings and other technical correspondence. All submittals and shop drawings shall be reviewed within two weeks of receipt.

2. The A/E will provide and maintain a Submittal Exchange or equal web system that will be accessible to the VA staff assigned to the project. This site shall be used throughout the duration of the project during both design and construction for meeting minutes and design reviews during the design phase and used by A/E, COR, Contracting Officer and construction contractor during construction phase to upload: submittal reviews, meeting minutes, construction daily logs, etc.

3. Provide advice and consultation on RFIs raised by the VA or the contractor on technical matters. Provide additional design and sketches as necessary should issues arise with the constructability of the initial design.

4. Provide cost estimates as necessary to assist in negotiating any changes to the contract.

5. A/E firm shall provide adequate representation at all pre-bid and pre-construction conferences to answer questions from contractors and inform them of technical items which should be brought to their attention for a complete job.

II. VPIH oversight services estimated at 7 days required with regards to this task order.

B11 SITE VISITS:

I. A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract.

II. Site visits during the Construction Period Services (CPS) as outlined in the original contract ARE required with regard to this task order. Site visits shall be at a fixed cost per site visit.

1. Pre-Bid Visit: Provide one (1), scheduled through the Contracting Officer.

2. General Site Visits during construction: Provide five (5).

3. Final inspections, at completion of project and/or at completion of any phase where the VA must accept work done by the contractor. A final punchlist shall be conducted by all design trades. The cumulative findings shall be combined into one final list and provided to the VA for issuance to the contractor: Provide two (2).

All site visits shall be scheduled in advance with the VA COR and CO. Total number of site visits anticipated is six (6).

III. Formal documentation will be required for all site visits. Final inspection reports will be prepared by the A/E firm and submitted to the VA for issuance to the contractor. Record of site visits will be in accordance with Special Provisions of the Contract. Correction of A/E’s Errors and Omissions, including required site visits to ascertain remedial action, are not part of CPS, and shall be handled under FAR clause 52.236-23.

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