36C25524R0123.docx

A/E CONTRACT SUPPLEMENT B

PROJECT NUMBER: 657-17-112JB

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

GENERAL INFORMATION

2401 West Main St.

Marion Illinois

COUNTRY

CONTACT INFORMATION

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

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Maria Hoover maria.hoover@va.gov 913-946-1127

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

Pre-solicitation Notice - 36C25524R0123, A/E: New Energy Center Construction, P/N 657A5-21-401 Pre-Solicitation Notice: Request for Architectural and Engineer 330 submission Solicitation: 36C25524R0123, New Energy Center Construction, Project No. 657A5-21-401.

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 M836.6 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.

The selection criteria for this acquisition will be in accordance with FAR 36.602-1. 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 most highly rated firm must physically come to the site and review the project before submitting a price proposal and letter of understanding at no cost to the government.

The contract is anticipated to be awarded no later than November 30,2024.

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

No solicitation document is available and no other information pertaining to project scope, etc. is available at this time. Any request for assistance with submission or other procedural matters shall be submitted via email only to maria.hoover@va.gov.

Personal visits to discuss this announcement will not be allowed.

The NAICS Code for this procurement is 541310, Architectural Services and the small business size standard of $12.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design of this project is approximately 333 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 A/E firm’s incompliance with VAAR 852.219-73. Only businesses listed as certified in the SBA certification database at https://veterans.certify.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 their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54)

Qualified A-E firms are required to respond if interested by submitting one (1) original completed Standard Form 330 qualification package Parts I and II to include all consultants (form available on-line at: : http://www.gsa.gov/portal/forms/download/116486). Must include in Part I Section H an organizational chart of the firm (excludes consultants) and a design quality management plan. Submission information incorporated by reference is not allowed. All submissions must be in pdf format and emailed.

Completed package shall be delivered on or before September 24, 2024, by 12:00PM CT to the following email address: maria.hoover@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25524R0123 and project name, New Energy Center Construction, Project No.657A5-21-401.

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

PROJECT INFORMATION

This project will design the construction a new Energy Center on the Marion Campus. The construction work includes installation of new chillers, boilers, and ancillary equipment that are appropriately sized to handle the campus cooling and heating loads along with other items typically found within an Energy Center, Installation of new chilled water, steam and condensate piping to and from the campus buildings.

The campus chiller plant is operating at capacity on several older chillers. The main chilled water distribution piping is undersized at many locations limiting the VAMC ability to cool the facility at peak hours. The addition of air exchange rates associated with COVID-19 response has also taxed the cooling system. The campus boilers are newer, but they are housed in a building where the console level is well below grade and has had previous issues with flooding. The boiler plant itself was constructed in the 1930’s and is seismically deficient as well.

EVALUATION FACTORS:

Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VAAM 836.602-1. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as necessary. SF 330 submissions including any additional pages are not to exceed fifty (50) pages. Each page cannot exceed 81/2 x 11 in size. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as required and SF 330 submissions including any additional pages are not to exceed fifty (50) pages.

Qualifications (SF330) submitted by each firm for Project No. 657A5-21-401, “New Energy Center Construction” will be reviewed and evaluated based on the following evaluation criteria listed below:

Evaluation Criteria:

1) Professional Qualifications: the qualifications of the individuals will be examined for experience and education and their record of working together as a team that are necessary for satisfactory performance of required services. The firm and A-E’s on staff representing the project or signing drawings in each discipline must be licensed to practice in one of the US States. Provide Professional License numbers and/or proof of licensure. The team shall have demonstrable experience in programing, planning and design of complex healthcare projects of a similar nature with experience on projects of similar size and complexity.

2) Specialized Experience and Technical Competence: specific experience and technical skill in the type of work required on this project, including, design of a chilled water system design, seismic structural analysis, VA safety and physical security design, experience in abatement of hazardous construction materials, energy conservation, pollution prevention, waste reduction and the use of recovered materials. Experience and qualification of personnel proposed for assignment and their record of working together as a team. The effectiveness of proposed project team (including management structure, coordination of disciplines, subcontractors, and prior working relationships) will be examined. The qualifications for Architect, Mechanical Engineer and Electrical Engineer shall include a summary of at least five similar projects that demonstrate technical capabilities and how well the proposal addresses technical capabilities in design quality management procedures, Computer-Aided Design and Drafting/Building Information Modeling, equipment resources, and laboratory requirements for the firm.

3) Capacity to Accomplish the Work: 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: The past performance of projects that are complete (design and construction) that the firm has designed relevant in scope to the advertised project that were accomplished with the Department of Veterans Affairs, other Government agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules will be examined. Project past performances that are older than 5 years will receive a lesser rating than those references for projects accomplished within the past 5 years. Projects that are submitted and not constructed will not be considered.

5 Location of Design Firm: Knowledge of the locality of the project and the geographic proximity of each firm to the location of the VA Medical Center will be evaluated. The mileage consideration is in compliance with FAR 36.602-1. This factor will apply to the office from which the prime contractor’s business office is established. Firms within 450 miles of the medical center will receive a more favorable rating than those more than 450 miles away. Firms may use Google Maps, MapQuest, Yahoo Maps, or Rand McNally to determine and report the distance of the office where the Prime Contractor is established. Prime contractor shall not use a subcontractor office, consultant office, or any office other than Prime Contractor’s physical location established prior to publication of this notice to determine distance to the Marion VA.

6 Reputation in A/E Community: Reputation and standing of the firm and its principal officers within the design community with respect to professional performance, general management and cooperativeness, including awards, merits and recommendations.

7 Claims and Terminations: Record of significant claims against the firm because of improper or incomplete architectural and engineering services.

8 The extent to which potential contractors identify and commit to the use of service-disabled Veteran-owned small businesses (IAW VAAM M836.602-1).

9 Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates shall be included as an evaluation criterion when construction period services is included in the statement of work for A-E services (IAW VAAM M836.602-1).

852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that -

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) X□ Services. 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 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) □ General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) □ Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

(End of clause) 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) 333 days after the Award/Notice to Proceed Letter.

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

B1 SCHEDULE OF SERVICES:

I. INTRODUCTION:

The mission of the Veterans Affairs Medical Center (VAMC) in Marion, Illinois is to provide the highest quality health care to our nation’s veterans. In order to accomplish this mission, Marion VAMC engineering service intends to partner with an A/E Firm on a project to conduct investigation into and propose design of a new facility chiller plant on the grounds of the Marion VAMC Campus, 2401 West Main Street, Marion, IL 62959.

The A/E Firm must provide Basic Professional Services as delineated in the project scope indicated within this document. As part of the Basic Professional Services, Marion VAMC engineering service expects the following primary A/E disciplines to be included: Supervisory, Industrial Hygiene, Architectural, Structural, Civil, Mechanical, Electrical, and Plumbing (including Fire Protection).

II. GENERAL DESCRIPTION OF THE SCOPE OF WORK:

The Marion Veterans Affairs Medical Center (VAMC) is requesting an Architect Engineer (A/E) service to design a new chiller plant to meet the needs of the Medical Center. The new chiller plant will have to be built in a location that will meet the Medical Center needs and VA design manual such as physical security resiliency design manual (PSRDM). To achieve the design of the chiller plant, an investigation of the chilled water demand load, connections of utilities serving the chiller plant, energy saving options, and chilled water equipment.

III. GENERAL SCOPE OF WORK

Task 1 – Demolition of building 49: Building 49 shall be demolition as part of the project.

Task 2 – Determine the Location: The A/E shall review the Marion VAMC facility grounds for a suitable location for the new chiller plant. In determining the location, the following shall be considered as part of the determination: connection to the chilled water, electric, water, and network and requirements from the PSRDM, seismic, and regulations that might be posed by the Illinois State Historic Preservation office. Any parking space removed from the new location of the chiller plant shall be relocated on the Marion facility. The principal result of the investigation shall be to provide three (3) options for chiller plant location and proposed utility connect locations within the Marion VAMC facility grounds, pros and cons for each location proposed as well as estimates of the construction cost associated with each site. These options shall be detailed and illustrated enough for decision-making and shall be presented to the VAMC Engineering Service and leadership for final decision on the location of the new chiller plant.

Task 3 - Determination of Underground Utility Systems: The A/E shall investigate utility connections and underground utilities within the new location of the new chiller plant. During the initial investigation of the location of the new chiller plant, a basic study into the utility system is needed, but when the final location is approved a deeper utility investigation is needed. The utility investigation could include but not limited to, topographic survey, underground utility scanning, soil boring, and ground penetrating radar to determine location and size of the underground utilities.

Task 4 – Determine the building floor plan and size: The final size of the chiller plant will be determined by the chiller equipment selected from the load analysis and feasibility investigation. The new building’s interior footprint shall contain the following (at a minimum); chiller room, chiller control room, electric room, OI&T data closet, building automation server room, restroom(s), and housekeeping closet.

Task 5 – Load Analysis: Conduct an investigation into the load of the chilled water system. This will include a review of the current load for all equipment on the chilled water system and evaluating the future load of the facility. Future loads of the facility shall include a review of facility’s AHUs that will have to be updated to be capable of 100% outside air for the Emergence Epidemic Mode requirement and future buildings/explanations. The results of this investigation will be used as a basis for the subsequent design of the new chiller plant.

Task 6 – Electrical System Load Analysis: Conduct an investigation into the of electrical loads presented by all equipment/machinery affected by this project to ensure there is no issues with carrying the load over the normal power service and the emergency power service. The chiller plant shall be connected to the emergency power. The transformer for feed #2 and #3 is located at the current chiller plant along with the switch gear for the chiller plant and other buildings. The A/E shall review this as part of the new location of the chiller plant.

Task 7 – Analysis of Chilled Water Piping: An analysis of the capacity of the existing chilled water systems from the chiller plant to the raisers in each of the building supplied by chilled water shall be done to determine if the current chilled water piping is adequate, or the pipe size will need to be increased. The A/E shall determine the location of the tie in of the new chiller water supply and return into the existing system.

Task 8 - Energy reduction and decarbonization: VA has written a new directive 0055 that is a response to new executive orders. The A/E service shall follow sections of this directive that relate to the chiller plant project. One of the sections is to conduct a feasibility assessment comparing the fossil fuel-consuming equipment against a minimum of one no-carbon option, or, where no such option exists for use in a VA facility, against a low-carbon option. The VA is interested in investigating other different energy reduction options as well. To ensure options are feasible, a potential list of energy reduction options with pro/cons shall be submitted to help determine which options are feasible to implement. Only options approved by the VA shall be part of the actual feasibility investigation. The VA has a few items of interest for consideration for the chiller plant: conversion of chiller condenser loops (cooling towers) with a vertical geothermal well network, the addition of a supplemental chiller (of equivalent individual capacity) as a backup/standby unit, and the potential for utilization of dry cooling towers in lieu of evaporative cooling towers for the condenser side of the chillers. With any selection of chiller plant equipment design, the control system shall be optimized including reviewing a demand response programming to provide the VA with an efficient system.

Task 9 – Equipment Selection: As part of the equipment selection, the chiller plant has a newer 400 ton chiller (2020) that should be reviewed as a possible chiller for the new plant. Any equipment that is not specified in the VA master specification is considered a deviation. All deviations shall be approved by the central VA healthcare Engineering department. The A/E service shall help write any deviation that is needed.

Task 10 – Building Automation System Server Room: The chiller plant shall be connected to the campus building automation system (BAS) Johnson Controls. The Johnson control BAS server shall be move from building 42 to a newly design room in the chiller plant.

Task 11 – Energy Task:

1. Commissioning: A third party commissioning agent shall be involved in reviewing the design and construction of the chiller plant.

2. Sustainability Requirements: 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

3. Guiding Principles Checklist: A/E shall complete and submit the appropriate Department of Veterans Affairs Energy Management Guiding Principles Checklist. https://www.cfm.va.gov/til/sustain.asp

4. ASHRAE 90.1: The VA policy states that design should be 30% better than ASHRAE 90.1. The A/E shall show what percent the project design is better than ASHRAE 90.1.

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 (LOU) 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 as well as give the contractor an opportunity to begin site investigation activities. At this point the VA will provide any record data and as-built drawings they possess which involve the existing buildings or systems affected by the project.

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 Marion VAMC Campus, 2401 West Main Street, Marion, Illinois 62959.

2. Investigation Meeting:

a. An investigation meeting should be held when the design team has determined a potential list of energy saving options for the project. The meeting will help determine the feasible energy saving options to move forward on the project. Also, the status of all site investigation and project status shall be discussed.

3. Conceptual Review:

a. The conceptual review should take place around the 15% milestone. The three conceptual chiller plant location shall be discussed and presented to VA leadership. All investigation should be completed and presented in this meeting. The design team should present chiller equipment selection and discuss and conception figuration of the chiller plant. The outcome of this meeting should layout the path forward for the design of the project.

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

4. Schematic Design:

a. At the Schematic Design Review Meeting (30% milestone), the A/E should be prepared to discuss the scope of the project, provide examples of current VA standard room layouts for the subject building(s), site drawings identifying the project area showing a basic schematic layout of the various features and utilities, a timeline for the remainder of the 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.

5. Design Development:

a. All milestone design submittals shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG-18-15, Volume C.

b. Mechanical, plumbing, electrical, fire protection 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 comply with all current, applicable ASHRAE 90.1 standards as well as VA requirements for sustainable design.

6. Construction Documents:

a. The A/E shall complete the analytical and design work necessary to advance the accepted design development documents into working drawings and specifications for issuance through the competitive bid process.

b. The A/E 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 is in accordance with the 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 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.

7. As-Built Drawings:

a. The A/E firm shall submit complete sets of record drawings provided on disc using AutoCAD Release 2017 or later version and also .pdf format in accordance with the MILESTONE SUBMITTAL REQUIREMENTS below. Models should be provided in Revit 2016 or later. The A/E shall follow the VA Standard CAD format for layering in accordance with the B3 DESIGN CRITERIA section of this Supplement B.

b. The A/E firm shall submit said As-Built drawings within thirty (30) days after they received the red lines.

8. Reproduction of Drawings and Specifications:

a. Specification shall be prepared in MS Word and drawings shall be prepared in prepared in Revit 2016 (or newer) and AutoCad 2017 (or newer) and submitted to the VA in accordance with the B4 DESIGN DELIVERABLES section of this Supplement B.

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

VI. PROMOTION OF FULL AND OPEN COMPETITION:

1. A/E agrees to prepare specifications that are not competitively restrictive or proprietary. Specifications will be based on performance criteria when possible and will not use a product by a specific manufacturer, except as a basis of design.

2. If an occasion arises that use of a product by a specific manufacturer is necessary, the A/E will provide a justification including:

a. Why the particular manufacturer/product must be used or why a performance specification cannot be written (proprietary design, etc.).

b. The evaluation criteria of alternate manufacturer’s product that must be met to be considered equal. These evaluation criteria will be used to accept the alternate manufacturer’s product as equal to the specified product. These evaluation criteria shall be comprehensive to ensure an equal product is supplied meeting contract requirements.

c. In the event it is necessary to pre-qualify major components, the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

d. In addition to requirements of these special provisions, a certification will be provided stating the specification solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply the specified major components or systems of the project.

VII. MISCELLANEOUS:

1. The existing drawings for Buildings 49 included within the limits of this project as well as a site utility plan 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 Marion VAMC engineering service to identify where the A/E is intending to perform site visit surveys at least fourteen (14) days in advance of any site visit.

3. Some utility systems, services or health care operations are critical, and if a disruption is required, it must be executed outside of normal working hours. Normal working hours are Monday through Friday, 7:00 a.m. to 4:30 p.m. This schedule must be coordinated with the VA COR fourteen (14) days in advance.

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

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

a. Concurred as Written

b. Non-Concurred; Request Discussion

c. Requires Clarification

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

VIII. DESIGN FUNDING LIMITATION:

1. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this Project proceeding into CDs is not to exceed Construction budget listed above not including any Project Contingencies, VA Furnished/ Installed Medical Equipment, VA Furnished/Installed FFE or Professional Service Fees. The A/E is responsible for designing the Project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this Project. If, at any time, the A/E determines that the design’s construction cost (excluding contingencies) will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing. Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP.

2. Deductive alternates (acceptable to the VA) of 20% of the Total Construction Contract Price shall be included in the Contract Documents. These Deductive alternatives shall not be utilized to lower the estimated Total Construction Contract Price. The base design must be fully functional with or without selection of the alternates.

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.

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. Lead and Asbestos Hazardous Material Inventories within the project limits may be available from the VA for consultant’s reference.

1. Architect/Engineer Responsibilities:

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

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

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

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

e. Review the I.H. Report.

f. Produce a written report compiling all necessary information.

II. VA PROFESSIONAL INDUSTRIAL HYGIENIST (VPIH):

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

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

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

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

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

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

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

B3 GOVERNMENT FURNISHED DESIGN CRITERIA:

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

-VA Master Construction Specifications, Program Guide, PG-18-1; http://www.cfm.va.gov/TIL/spec.asp -VA Design and Construction Procedures, PG-18-3; http://www.cfm.va.gov/TIL/cPro.asp -VA Standard Details, PG-18-4, Volumes 1, 3, 4, 5, 6 & 7; http://www.cfm.va.gov/TIL/sDetail.asp -VA Equipment Guide List, PG-18-5; http://www.cfm.va.gov/TIL/equip.asp -VA Seismic Design Handbook, H-18-8; http://www.cfm.va.gov/TIL/seismic.asp -VA Space Planning Criteria, PG-18-9; http://www.cfm.va.gov/TIL/planning.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 Room Finishes, Door and Hardware Schedule, PG-18-14; http://www.cfm.va.gov/TIL/room/RoomFinishes.pdf -VA Minimum Requirements for A/E Submissions, PG-18-15; http://www.cfm.va.gov/til/aeDesSubReq.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 A/E 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 Design Manuals, PG-18-10; https://www.cfm.va.gov/til/dManual.asp, including but not exclusive to:

-HVAC

-Steam Heating, Hot Water, and Outside Distrbution Systems

-VA Directive 0056 – VA Sustainable Building Program -VA Medical Center Memorandums (“MCM”) (Request From COR) -VA Boiler Safety Device Testing Manual – Latest Edition

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.