36C25524R0089.docx

SUBJECT*

589A7-23-315, Prepare Site for Fluoroscope

GENERAL INFORMATION

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

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Jennifer Hill Jennifer.Hill@va.gov

PLACE OF PERFORMANCE

5500 E Kellogg Dr

Wichita KS

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

Synopsis: Request for Architectural and Engineer SF330 submission.

Solicitation: 36C25524R00189– Prepare Site for Fluoroscope

SF330 REQUEST INFORMATION FOR PROJECT 589A7-23-315:

a. This AE Services requirement is being procured in accordance with the Brooks Act (Public Law 0582) and implemented in accordance with the Federal Acquisition Regulation (FAR) Subpart 36. Firms will be selected based on demonstrated competence and qualifications for the required work per the evaluation factors listed below.

b. 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.

c. This is not a request for proposal (RFP) and an award will not be made with this announcement. This announcement is a request for SF330’s from qualified contractors who meet the professional requirements listed herein.

d. The selection criteria for this acquisition will be in accordance with FAR 36 and are listed below in descending order of importance. 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 by August 17, 2024.

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

f. No solicitation document is available and no other information pertaining to project scope is available. Any request for assistance with submission or other procedural matters shall be submitted via email only to Jennifer.Hill@va.gov. Personal visits to discuss this announcement will not be allowed.

g. The NAICS Code for this procurement is 541330 Architect/Engineer Services with a 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 180 calendar days after the Notice to Proceed has been issued including time for VA reviews. The AE firm shall also be required to perform construction period services if award of a construction project contract is made.

h. DATABASE REGISTRATION INFORMATION:

VERIFICATION OF STATUS OF THE OFFEROR SHALL BE ACCOMPLISHED BEFORE REVIEW OF SF 330. THIS ACQUISITION IS 100% SET-ASIDE FOR QUALIFIED SERVICE DISABLED VETERAN OWNED SMALL BUSINESS. ONLY ARCHITECT-ENGINEER BUSINESSES INC COMPLIANCE WITH VAAR 852.219-10 ARE ELIGIBLE. ONLY A/E FIRMS VERIFIED AND LISTED IN THE SBA VENDOR INFORMATION PAGES DATABASE, (Veteran Small Business Certification (sba.gov), SHALL BE CONSIDERED. FIRMS NOT VERIFIED AT THE TIME OF RECEIPT OF THE SF 330 IN THE SBA VETERAN SMALL BUSINESS CERTIFICATION PROGRAM SHALL BE CONSIDERED NON-RESPONSIVE AND SHALL BE EXCLUDED FROM FURTHER CONSIDERATION.

i. SYSTEM FOR AWARD MANAGEMENT (SAM):

Federal Acquisition Registrations require that federal contractors register in the System for Award Management (SAM) database at https://sam.gov/content/ and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors shall be actively registered in SAM prior to submitting their qualifications package. Any firm not actively registered in SAM by the date of receipt of the SF 330 shall be considered non-responsive and shall be excluded from further consideration.

j. 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.

k. 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)

l. A-E firms are required to respond if interested by submitting one (1) 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 information pertaining to a design quality management plan. Submission information incorporated by reference shall not be considered. All submissions shall be made electronically. Packages which are hand delivered or delivered via surface mail or any other method other than electronically shall not be reviewed.

m. Completed package shall be delivered electronically on or before June 17, 2024 at 2:00PM Central Time to: Jennifer.Hill@va.gov Hard copies shall not be accepted. The email subject line shall clearly identify the SF330 request number: 36C25524R0089 – Prepare Site for Fluoroscope SF330 REQUEST INFORMATION FOR PROJECT 589A7-23-315:

The size of the pdf document must be below 10 MG or the VA email will error out and reject the application. It is the contractor’s responsibility to ensure that the application is received. Only one email will be accepted from each firm (contractor).

EVALUATION FACTORS:

Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VA Acquisition Regulation (VAAR) Part 836.602-1. Prospective firms are required to address all selection criteria within submitted SF 330 packages using additional pages as necessary. SF 330 submissions including any additional pages are not to exceed fifty (50) pages exclusive of table of contents, title page, and divider pages. Each side of a piece of paper is one page (i.e., Two pages to a single sheet of paper). Blank pages are not included in the count.

SF330 submission packages which exceed 50 pages will be considered non-responsive and shall be excluded from further consideration. The only exclusions to the 50-page limit as listed in the request for SF330 are: table of contents, title page, and divider pages. Title page shall not exceed more than one (1) page. Table of contents shall only contain the information necessary to define the contents of the document. Divider pages may contain a maximum of one (1) line of description. Responses must reference 36C25524R0089 – Prepare Site for Fluoroscope SF330 REQUEST INFORMATION FOR PROJECT 589A7-23-315:

Prospective firms are required to address all selection criteria within submitted SF 330 packages and the information contained herein.

Qualifications (SF330) submitted by each firm for 36C25524R0089 and Project 589A7-23-315 – Prepare Site for Fluoroscope will be reviewed and evaluated based on the following evaluation criteria listed below:

EVALUATION FACTORS FOR SF330 REVIEW SUBMITTED FOR

PROJECT 589A7-23-315 “SITE PREPARATION FOR FLUOROSCOPE” Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VA Acquisition Regulation (VAAR) Part 836.602-1. Prospective firms are required to address all selection criteria within submitted SF 330 packages using additional pages as necessary. SF 330 submissions including any additional pages are not to exceed fifty (50) pages exclusive of table of contents, title page, and divider pages. Each side of a piece of paper is one page (i.e., Two pages to a single sheet of paper). Blank pages are not included in the count.

SF330 submission packages which exceed 50 pages will be considered non-responsive and shall be excluded from further consideration. The only exclusions to the 50-page limit as listed in the request for SF330 are: table of contents, title page, and divider pages. Title page shall not exceed more than one (1) page. Table of contents shall only contain the information necessary to define the contents of the document. Divider pages may contain a maximum of one (1) line of description. Responses must reference 36C25524R0089 – Prepare Site for Fluoroscope SF330 REQUEST INFORMATION FOR PROJECT 589A7-23-315:

Prospective firms are required to address all selection criteria within submitted SF 330 packages and the information contained herein.

Qualifications (SF330) submitted by each firm for 36C25524R0089 and Project 589A7-23-315 – Prepare Site for Fluoroscope will be reviewed and evaluated based on the following evaluation criteria listed below:

EVALUATION FACTORS FOR SF330 REVIEW SUBMITTED FOR

PROJECT 589A7-23-315 “SITE PREPARATION FOR FLUOROSCOPE”

1. Professional Qualifications: The qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team. AE firms shall have professional architects, engineers, and consultants who are licensed in the United States of America. Current and valid license information must be provided. The evaluation shall consider the specific experience (minimum of five years) and qualifications (i.e., education, training, and experience relevant to a project of this size and scope) of personnel proposed for assignment to the project.

Key positions and disciplines for this project which will be evaluated include, but are not limited to:

a) Architect/Designer

b) Electrical Engineer

c) Project Manager

d) Plumbing Engineer

e) Mechanical Engineer

f) Physicist

g) Fire Protection Engineer

h) Quality Assurance

i) Healthcare Planner

j) Industrial Hygienist

k) Cost Estimator

l) Physical Security Specialists

m) Structural Engineer

A/E firms are required to develop their own team based upon their understanding of the project requirements and not solely upon the previous list.

2. Specialized Experience and Technical Competence: A/E firms must have specific design experience and technical skill in the type and scope of work required for renovations and new construction at existing medical facilities, including, where appropriate, renovating space for patient privacy and rehabilitation services, energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. AE firms with demonstrated experience of higher numbers of team members who are key personnel working together on past projects will receive a higher score than those that do not demonstrated experience of higher numbers of team members who are key personnel working together on past projects.

Submissions shall include no more and no less than one (1) and no more than three (3) recent and relevant Government and private experience projects similar in size scope and complexity, and experience with the type of projects/competence above that were completed by the AE firm submitting the 330’s. “Relevant” is defined as those task requirements identified in the project description. “Recent” is defined as design and construction period for projects that are both design and construction complete within the past 5 (five) years. Each project shall include the following:

· Project title, contract number, location and detailed narrative describing the scope of services provided including the type of work performed by the offeror and its role in the project i.e., prime contract, Teaming Partner, or subcontractor.

· Project Owner, owner’s point of contact including telephone number and email address.

· Services & Deliverables provided under the contract/task order.

· Period of Performance, including start and completion dates.

· Total dollar value of the project for both the award cost and final (completed) cost.

· Federal, State, or private enterprise contract?

The evaluation will also consider narratives addressing the following topics in Section H. Simply re-stating this list in Section H will not be sufficient. The narrative of how the firm addresses each of these will be evaluated.

1. The management approaches.

2. The coordination of disciplines and subcontractors

3. Quality control procedures, and

4. Familiarity with VA Design Guides/Manuals, Master Specifications, and other applicable Federal, State, and Local standards.

3. Capacity: The prime contractor will be evaluated to determine if it has the general workload and staffing capacity within its design office which will be responsible for the design to accomplish the work in the required time. In accordance with VAAR 852.219-75: In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded.” Prime contractor must include its certification of compliance with the limitations on subcontracting specified in 852.219-75 with its 330 submissions.

4. Past performance: Provide past performance on contracts with Government agencies and private industry in terms of project cost control, quality of work, and compliance with performance schedules. Information presented must clearly demonstrate the construction cost limit, A/E created cost estimate, and final awarded cost of the project.

Past performance will be evaluated for all projects provided in Section F. The Contractor Performance Assessment Rating System (CPARS) database will be reviewed to evaluate the projects that have a CPARS entry. CPARS are not required to be submitted with the SF330 submission. The contract number for the project must be submitted with each project in Section F so CPARS can be reviewed in the database.

For any project that does NOT have CPARS data available, a Past Performance Questionnaire (PPQ) may be submitted with the SF330. The PPQ should be rated and signed by the evaluator. If a firm does not receive a requested complete PPQ from an evaluator prior to the time for submission, the firm shall submit the partially completed PPQ with Section 1 and the Evaluator Information in Section 2 completed. Ensure a POC is listed with the project title/contract number. The VA will make reasonable attempts to contact the POC upon submission for PPQ completion.

Evaluations may also include additional performance related from the firm, customer inquiries, Government databases, publicly available sources, and additional projects in CPARS. The Government reserves the right to contact any POC listed on a CPARS report or PPQ.

Evaluations will consider ratings on projects which are design and construction complete in the last three (3) years, information regarding principal officials with respect to professional performance, general management, and cooperativeness.

Failure to provide requested data, accessible points of contact, or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF 330 must be completed by the office/branch/individual team member performing the work under this contract. If appropriate, the record of significant claims against the firm because of improper or incomplete architectural and engineering services may be evaluated.

5. Location of Design Firm: Per FAR 36.602-1 Selection Criteria: Market research indicates that at least 3 qualified firms exist within a 500-mile radius of the Wichita VA Medical Center located at 5500 E. Kellogg, Wichita, Kansas 67218. This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms located within a 500-mile radius of the Robert J. Dole Veterans Affairs Medical Center (VAMC) in Wichita, Kansas. Architectural Prime Contractors whose primary (i.e., headquarters, primary corporate office, main office) physical business address is within a 500-mile radius from the Wichita VA Medical Center located at 5500 E. Kellogg, Wichita Kansas 67218 and resides within the borders of the United States of America will receive a higher score on evaluations.

Architectural Prime Contractors whose primary physical business address is outside a 500-mile radius from the Wichita VA Medical Center located at 5500 E. Kellogg, Wichita Kansas 67218 and resides within the borders of the United States of America will receive a lesser score on evaluations.

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

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

6. Claims and Terminations: Any record of significant claims against the firm or terminated contracts because of improper or incomplete architectural and engineering services will be examined.

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

Magnitude of Construction: Between $500,000 and $1,000,000.

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Robert J. Dole Veteran Affairs Medical Center (RJDVAMC) is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, RJDVAMC’S Facility Management Service (FMS) intends to partner with an A/E Firm on a project to design the Site Preparation for Medical Equipment Fluoroscope (RJDVAMC) in Wichita KS.

The A/E shall be required to provide all technical and engineering disciplines as needed to meet project requirements as outlined. It will consist of, but is not limited to, architectural engineering, civil engineering, mechanical engineering, structural engineering, electrical engineering, and fire protection engineering. The A/E shall specifically include a fire protection and safety review as well as a physicist for radiological safety and shielding review.

II. SCOPE OF CONSTRUCTION PROJECT:

A/E shall be required to provide all technical and engineering disciplines as needed to meet project requirements as outlined. It will consist of, but is not limited to, architectural engineering, civil engineering, mechanical engineering, structural engineering, electrical engineering, and fire protection engineering. The A/E shall specifically include a fire protection and safety review as well as physicist for radiological safety and shielding review.

A/E shall design for a new Fluoroscope replacement to be located in the same location as existing. The new Fluoroscope will come with all necessary ancillary equipment to be in service. The AE shall design for the install of the machine and its ancillary equipment and shall include all required plumbing, electrical and mechanical systems to make the new unit function as intended.

Construction for site preparation for the Fluoroscope shall consist of, but is not limited to, the following: replacement or relocation of MEP equipment (i.e., generator, chillers, and air handler units) necessary demolition and removal; new and reconfigured partitions; mechanical, A/E

CONTRACT

SUPPLEMENT

B

PROJECT

NUMBER

589A7-23- Site

Preparation for

Fluoroscope

Page of plumbing, lighting, fire protection, and electrical systems upgrades (as necessary); new interior finishes to ceiling, walls, and flooring. Structural work shall include repair of existing flooring and concrete slabs as required. Construction shall include the repair or replacement of any necessary shielding/lead lining as required for the Fluoroscope machine.

The construction of this project will take place in a very busy occupied building and is to be completed to allow medical care functions to be maintained uninterrupted throughout construction – necessitating carefully phased construction and coordination with VA COR/users. There shall be no interruption of Fluoroscope services by ensuring the mobile Fluoroscope is available for use before the decommissioning of the existing unit. Coordination with other services will be required to ensure Fluoroscope services are maintained throughout construction. The A/E shall make investigations necessary to thoroughly evaluate the area, including interviewing the staff impacted because of this project. All design shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C, all VA supplemental physical security directives, and provide commissioning in accordance with VA whole building commissioning manual requirements.

A/E shall work in collaboration with VHA staff and State Historic Preservation Organization, SHPO, to mitigate and come to agreeable terms for historic buildings on the campus for any construction that may disrupt or change the appearance of historic buildings in the historic registry. The A/E shall produce documentation that they will upload to the SHPO website that clearly states the agreed upon terms. The A/E shall apply for SHPO approval at their web site, https://www.kshs.org/shpo, then provide the Government documentation of application and SHPO approval letter prior to changes to buildings, building material or landscapes.

A/E shall design to Guiding Principles Compliance and Validation requirements within VA Sustainable Design Manual. Project shall follow Internal Certification for NRM projects – AE to complete checklist and supporting documents and provide a copy to COR as well as email final check list to VA’s Green Management Program (GMP) at Energy@va.gov .

· Design multiple deductive bid alternates into the construction documents equal to at least 20% of the total construction cost (Design Limitation) not including contingency. The base design must be fully functional with or without the alternates. Provide an itemized cost estimate associated with each deduct alternate. Bid deduct alternates will reflect the appropriate reduction in project completion time (days).

· Each subsequent design submission shall incorporate all required changes/corrections from the previous set. AE shall furnish summary of changes with comments on concurrence or reason change was not incorporated (i.e., code or VA requirements).

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 RJDVAMC’S Facility Management Service. Report will include initial cost estimate for all work included in - Construction for site preparation for the Fluoroscope shall consist of, but is not limited to, the following: replacement or relocation of MEP equipment ( i.e. generator, chillers, and air handler units) necessary demolition and removal; new and reconfigured partitions; mechanical, plumbing, lighting, fire protection, and electrical systems upgrades (as necessary); new interior finishes to ceiling, walls, and flooring. Structural work shall include repair of existing flooring and concrete slabs as required. Construction shall include the repair or replacement of any necessary shielding/lead lining as required for the Fluoroscope machine. 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.

d. The AE shall utilize the VA existing Revit model. The AE shall complete design in Revit in accordance with VHA BIM and CAD standards. The AE shall produce 2D CAD drawings from the model.

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, with the Local Air Pollution division requirements Sedgwick County Air Pollution division requirements, and Kansas Department of Natural Resources (KSDNR) 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 30%, 60%, 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 RJDVAMC’S 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.

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.

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

g. 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 Building 20 FMS Conference Room of the RJDVAMC’S in Wichita, KS 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 building 1 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.