36C25524R0005.docx

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER: 657-17-112JB

PROJECT TITLE: FCA-FCA - Replace Hot Water Generators in Buildings 53, 51 & 24

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER 657-24-109JB

FCA - Replace Hot Water Generators in Buildings 53, 51 & 24

GENERAL INFORMATION

1 Jefferson Barracks Drive

St. Louis MO

CONTACT INFORMATION

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

Leavenworth KS 66048

POINT OF CONTACT*

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Synopsis: Request for Architectural and Engineer 330 submission Solicitation: 36C25524R0005, Replace hot water generators in B53, B51, & B54 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 December 24, 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 $25.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is approximately 112 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 and emailed.

Completed package shall be delivered on or before October 27, 2023, by 10:00 AM CT to the following email address: jennifer.sotomayor@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25524R0005 and project name Replace hot water generators in B53, B51, & B54, Project No. 657-24-109JB

The 330 submission must be a pdf document and must be below 10 MG.

PROJECT INFORMATION

657-24-109JB FCA – Replace Hot Water Generators/Heaters

SCOPE OF CONSTRUCTION PROJECT:

1. This contract is for AE services for the Design of New Hot water Heater Generation for buildings 24, 51, and 53.

2. Existing Conditions: Exiting hot water heaters are old and failing in buildings 24, 51, and 53. This equipment was identified for replacement in the FCA report for the JB division, St. Louis VAMC. The VA would like to gravitate to Instantaneous hot water generation (see attached MCP for Legionella). For all three buildings install new appurtenances to include valves (isolation), condensate valves, strainers, traps, and remove any dead legs. Identify any areas needing a new recirculation pump and replace. All new work and equipment shall comply with VA Directive 1061 to prevent Legionella.

a. Building 24 FCA#; 78157FCA Condition: D FCA Description: The existing hot water converter is in poor condition and should be replaced. (Assume (1) 3,000 MBU heat exchanger). The VA would like dual hot water generation. The hot water heater is in Room G013 of building 24. AE shall investigate if existing building infrastructure would support electrical hot water generation.

b. Building 51 FCA# 78364 FCA Condition: F FCA Description: These (2) steam to hot water heaters/tanks need replacement, as they are both at the end of their useful life. The Pipe Shop escort also recommends that these heat exchangers be replaced. (Assume 45 gal per tank). These hot water generators shall be replaced in phases with the Right (eastern) generator first and followed by the remainder. The coils of the removed heat generators shall be returned to the VA Pipe Shop. The hot water generators will be Government furnished with data information provided. The location of these water heaters is building 51, room BA-102.

c. B53 –FCA # 78428 FCA Condition: F FCA Description: The existing steam to domestic hot water tanks need to be replaced to comply with Legionella prevention requirements. (Assume (2) tanks at 1,000 gal each). (Note this would remove the tanks for instant heat). The project is in Room GS13, building 53. Remove associated mixing valves and associated appurtenances, remove concrete pads under the existing tanks. Project shall be phased, leaving one operational hot water generator for building occupants.

3. Project shall conform to all Records Management and Privacy Language.

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) 112 days after the Award/Notice to Proceed Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: In accordance with FAR 36.204 the Magnitude of Construction is between $250,000 and $500,000.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Saint Louis Health Care System (VASTLHCS) is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, VASTLHCS’ Facility Engineering Service (FES) intends to partner with an A/E Firm on a project to design the replacement of Hot Water Generators in B53, B51 & B24, Jefferson Barracks (JB) Division, St. Louis, MO 63125. The renovation will address and correct several poor Facility Condition Assessments (FCAs).

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

II. SCOPE OF CONSTRUCTION PROJECT:

4. Existing Conditions: Exiting hot water heaters are old and failing in buildings 24, 51, and 53. This equipment was identified for replacement in the FCA report for the JB division, St. Louis VAMC. The VA would like to gravitate to Instantaneous hot water generation (see attached MCP for Legionella). For all three buildings install new appurtenances to include valves (isolation), condensate valves, strainers, traps, and remove any dead legs. Identify any areas needing a new recirculation pump and replace. All new work and equipment shall comply with VA Directive 1061 to prevent Legionella.

a. Building 24 FCA#; 78157FCA Condition: D FCA Description: The existing hot water converter is in poor condition and should be replaced. (Assume (1) 3,000 MBU heat exchanger). The VA would like dual hot water generation. The hot water heater is in Room G013 of building 24. AE shall investigate if existing building infrastructure would support electrical hot water generation.

b. Building 51 FCA# 78364 FCA Condition: F FCA Description: These (2) steam to hot water heaters/tanks need replacement, as they are both at the end of their useful life. The Pipe Shop escort also recommends that these heat exchangers be replaced. (Assume 45 gal per tank). These hot water generators shall be replaced in phases with the Right (eastern) generator first and followed by the remainder. The coils of the removed heat generators shall be returned to the VA Pipe Shop. The hot water generators will be Government furnished with data information provided. The location of these water heaters is building 51, room BA-102.

c. B53 –FCA # 78428 FCA Condition: F FCA Description: The existing steam to domestic hot water tanks need to be replaced to comply with Legionella prevention requirements. (Assume (2) tanks at 1,000 gal each). (Note this would remove the tanks for instant heat). The project is in Room GS13, building 53. Remove associated mixing valves and associated appurtenances, remove concrete pads under the existing tanks. Project shall be phased, leaving one operational hot water generator for building occupants.

III. SCOPE OF WORK FOR A/E:

1. Design Development:

a. The A/E shall make investigations necessary to thoroughly evaluate the area. This may include, but not limited to, hazardous materials identification in the direct area of work and areas impacted by the project. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C. The design will also encompass Asbestos Abatement Design Manual (PG 18-10) Compliance: https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf

b. 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 FCA - Replace Hot Water Generators in Buildings 53, 51 & 24 project. Hazardous material surveys and design shall be in compliance with National Emissions Standard for Hazardous Air Pollutants (NESHAP) requirements for renovation and demolition projects. 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 to include Abatement Design.

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. Reference VA Asbestos Abatement Design Manual (PG 18-10) July 2011:

i. 1.8 DESIGN REQUIREMENTS: The following elements are required for all asbestos abatement project designs for VA facilities:

· All project designs must be developed and/or reviewed and approved by an EPA Model Curriculum trained and applicable state accredited Asbestos Project Designer. This is to ensure that all applicable federal, state, and local regulations are followed regarding the design of asbestos abatement projects. These regulations include, but are not limited to, EPA NESHAP requirements, City of St. Louis Air Pollution division requirements St. Louis County Air Pollution division requirements, and Missouri Department of Natural Resources (MDNR) requirements. VA representatives conducting peer review of asbestos designs need not be accredited Asbestos Project Designers.

· All asbestos inspections performed in VA facilities for the purposes of gathering information for the development of the asbestos abatement project design must be performed by EPA Model Curriculum trained and applicable state-accredited Asbestos Building Inspector.

· VA Master Specifications have been developed for typical asbestos abatement work. The appropriate sections shall be edited to meet the project scope of work and specific project requirements.

· The A/E shall carefully coordinate specifications with the drawings so that all work required by the drawings is included in the specifications. Specification content that does not apply to the project shall be deleted.

· The A/E shall modify the existing Master Specifications, when feasible, to address any abatement that is not specifically identified by the VA Master Specifications

ii. 1.9.2 DRAWINGS The following criteria must be used when creating drawings to be used in support of the asbestos abatement project.

· Refer to VA Design and Construction Procedures for general drawing requirements.

· Consolidate notes and place them on the right-hand side of the sheet.

· Show scale, compass point, orientation, key plan, title, column grids and numbers, match-lines, room numbers and titles corresponding to the Architectural drawings.

· Clearly identify all locations of materials to be removed during the asbestos abatement project.

· Clearly identify any life-critical systems that exist in abatement areas to ensure that these systems are isolated and not disturbed during the project.

iii. 1.9.3 SEQUENCE OF ASBESTOS ABATEMENT DRAWINGS

· Symbols and abbreviations

· Demolition Plans

· Asbestos materials location plans

· Details

· Summary of asbestos material quantities

· Coordination with A/E Design Submission Requirements (PG 18-15).

iv. 2.3.1 ABATEMENT WORK TASKS: The specific ACM to be abated during the asbestos abatement project must be identified on the detailed plan and project drawings. A summary for each work task to be performed during the abatement project, as well as a summary of the techniques to be used, in addition to safety precautions and methods must be included in the design.

v. 2.3.2 UNEXPECTED DISCOVERY OF ASBESTOS: For any previously untested building components suspected to contain asbestos and located in areas to be impacted by the work, additional samples will need to be collected of any materials found to determine the presence or absence of asbestos. The sampling must be performed by an AHERA accredited Asbestos Building Inspector.

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

e. 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.

f. 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.

g. 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.

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

i. 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. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

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

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

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

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

V. REPORTS, DRAWINGS, SPECIFICATIONS AND SCHEDULES:

1. Kick-Off Meeting:

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

b. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). The VA will provide comments and guidance following each design review session. All meetings shall be held at Jefferson Barracks Division of the VASTLHCS in Saint Louis, MO or 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 follow 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 with 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.

5. As-Built Drawings:

a. The A/E firm shall submit one (1) complete set of drawings provided via file share software using AutoCAD Release 2021 and also .pdf format. Models should be provided in Revit 2021. 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 (aka Record Drawings) drawings within 30 days of receipt of red lined drawings.

6. Reproduction of Drawings and Specifications:

a. Specifications shall be prepared in MS Word and drawings shall be prepared in Revit 2022 and submitted to the VA in Revit and AutoCAD 2022 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-18-15, 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 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 24, 51, and 53 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 twenty-one (21) days in advance.

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

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

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

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

7. A stormwater NPDES Permit for Construction Site Activities is required for work at Jefferson Barracks.

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.

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: 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.

6. All work shall follow applicable laws, regulations and procedures published or issued by federal, state, and local regulatory agencies for the abatement and control of hazardous materials.

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 task order amendment. Baseline 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 10 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. To the extent possible, all materials known or suspected to be disturbed or otherwise impacted during this project must be sampled prior to demolition and included in the abatement design. If materials are unable to be sampled during the design phase of the project, they must be sampled during selective demolition processes during the construction phase or otherwise treated as ACM.

c. For mold contamination, determine the contributing factors to the mold development.

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

e. Develop the Abatement Design for areas & materials covered under the project in accordance with EPA and VHA guidelines. Comment by Matthew, Stephanie A. (STL): Part of the VPIH responsibilities, since they have the expertise, or the AE since they have to provide the drawings as necessary?

f. Review the I.H. Report.

g. Produce a written report and drawings 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 and Materials Sampling: Provide air and materials sampling of the construction site to verify that no asbestos fibers were released during the asbestos abatement activities. Provide materials sampling within the construction site when suspect materials are uncovered and it is unconfirmed if the material contains asbestos or lead. 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. Hazardous materials site visits are to have 5 for design and 5 for construction period services.

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

5. 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.

6. 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 Program Guide, PG-18-15, Volume CA/E Submission Instructions for Minor and NRM Construction Program: Schematics, Design Development, Construction Documents

- VA Master Construction Specifications, Program Guide, PG-18-1; https://www.cfm.va.gov/til/ae/aesubmin.pdf 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) -VA Asbestos Abatement Design Manual (https://www.cfm.va.gov/til/dManual/dmASBhosp.pdf)

- Environmental Protection Agency (EPA) NESHAP regulation for Asbestos (55 CFR 48406; https://www.epa.gov/sites/default/files/2016-03/documents/55fedreg48406.pdf)

- OSHA 29 CFR 1926.1101 and appendices (https://www.osha.gov/laws-regs/regulations/standardnumber/1926/1926.1101)

- EPA 40 CFR 763 and appendices (https://www.epa.gov/sites/default/files/documents/2003pt763_0.pdf)

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. The A/E shall provide a “Vista Space File” completed spreadsheet to the VA with the 65% Contract Documents.

5. The A/E shall provide a Submittal Register to the VA with the 65% Contract Documents for Bidding.

6. The A/E shall provide an equipment list (all equipment taken out and added to the project including EE numbers) to the VA with the 65% Contract Documents for Bidding.

7. The A/E shall provide a Period of Performance Letter at the end of the design period that estimates the construction Period of Performance.

8. 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:

65% Contract Document Submittal

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 112 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 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.