36C25525R0039.docx

A/E Supplement B Renovate Behavioral Health Clinic Ph2 Project 589A4-26-103

GENERAL INFORMATION

800 Hospital Drive

Columbia MO

CONTACT INFORMATION

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

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Jeanette Mathena jeanette.mathena@va.gov 913-946-1129

Contract specialist-kelsey.eagle@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Pre-solicitation Notice- 36C25525R0039- Relocate Behavioral Health Phase 2, 589A-26-103

PRESOLICITATION NOTICE

Request for Architect Services (A/E) 330 submission Solicitation: 36C25525R0039 Relocate Behavioral Health Phase 2 Project No. 589A4-26-103

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 VAAR 836.606-71 as 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, evaluation factors are listed below. The completed SF 330 will be evaluated by the Columbia VAMC Evaluation Board in accordance with FAR 36.602-5(a) and the selection report shall serve as the final selection list, which will be provided directly to the Contracting Officer. Negotiations will be conducted beginning with the most highly qualified firm. The Government will not pay nor reimburse any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement.

The contract is anticipated to be awarded no later than June 2025.

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 to Jeanette Mathena and Kelsey Eagle via e-mail to: jeanette.mathena@va.gov and kelsey.eagle@va.gov.

Personal visits to discuss this announcement will not be allowed.

The NAICS Code for this procurement is 541310 A/E 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 is estimated at 310 calendar days including time for VA reviews. The A/E firm shall also be required to perform construction 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-ASID FOR QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH FAR 52.219-14 and VAAR 852.219-73. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, https://sam.gov/content/home SHALL BE CONSIDERED.

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/ 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 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/ for each person providing services under this contract. Further the contractor is required to certify that all persons listed in the qualifications package have been compared against the EPLS list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

E-VERIFY SYSTEM:

Companies awarded a contract with the federal government shall be required to enroll in E-Verify within 30 days of the contract award date. They shall also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54)

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

Completed package shall be delivered on or before February 28 by 2:00PM CT to the following email address: jeanette.mathena@va.gov and Kelsey.eagle@va.gov.

Email subject line shall clearly identify Solicitation number:36C25524R0026 and project name Renovate Behavioral Health Phase 2, Project No. 589A4-26-103. The 330 submission must be a pdf document and must be below 10 MG and not to exceed (75) pages.

PROJECT INFORMATION

This project will design the second phase of the behavioral health clinic remodel. Intent is to create a state-of-the-art out-patient Behavioral Health Clinic that promotes healing and calmness while reducing anxiety and confusion. This phase will design a recently vacated area of approximately 15,000 square feet. This area will be joined to the recently completed phase 1 area, immediately adjacent to the clinic check-in/waiting room. This will include (but not limited to) group rooms; administrative offices; clinical offices which double as counseling rooms; public restrooms, and a staff break room.

The Architect or architect/engineer firm shall be capable of preparing all design and construction documentation including, but not limited to, advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia, MO. Prime contractor shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable expertise in their respective fields: Architect, Medical Planner; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Plumbing Engineer, Interior Designer; Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity.

EVALUATION FACTORS:

Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-5.

Prospective firms are required to address all selection criteria within submitted SF330 packages. Each page cannot exceed 8 1/2 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 seventy-five (75) pages. SF 330 must be submitted as a PDF and cannot exceed 10MB.

Qualifications (SF330) submitted by each firm for Project: Renovate Behavioral Health Phase 2 Project No. 589A4-26-103 will be reviewed and evaluated based on the following evaluation criteria listed below all factors are equally important:

1. Professional Qualifications:

The qualifications of the individuals which will be used for these services will be examined for experience and education.

The Architectural firm capable of preparing all design and construction documentation including, but not limited to advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. Prime contractor shall have, at least, the following licensed/registered specialty disciplines are mandatory for this project to be members of the firm, or team, with demonstrable expertise in their respective fields: Architect, Medical Planner; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Plumbing Engineer, Interior Designer; Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity.

2. Specialized Experience and Technical Competence:

Specific experience and technical skill in the type and scope of work for behavioral health area, medical renovations in an active medical facility.

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, Medical Planner; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Plumbing Engineer, Interior Designer; Communication (voice & data), Electrical Engineer, and Cost Estimator shall include a summary of at least five similar projects that demonstrate technical capabilities.

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 for SF330 proposal to be considered.

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: the geographic proximity of each firm to the location of the VA Medical Center will be evaluated. The mileage restriction 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 maximum rating. Firms more distant than 450 miles will receive a lower rating for this factor. 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 Columbia, VA.

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

7. Reputation in A-E Community: reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. 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.

8. Knowledge of locality: include knowledge of geological features, climatic conditions, or local construction methods that are unusual or unique to Harry S Truman VAMC, Columbia, Missouri.

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

Harry S Truman Veterans' Memorial Hospital (HSTVMH) – Columbia, MO Supplement B - A/E DESIGN SERVICES for “Renovate Behavioral Health Clinic Phase 2” Project No. 589A4-26-103

PROJECT NUMBER: 589A4-26-103

PROJECT TITLE: Renovate Behavioral Health Clinic Phase 2

DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 310 days after the Award/Notice to Proceed Letter

CONSTRUCTION BUDGET/DESIGN LIMITATION:

Magnitude of construction project range: Between $ 5,000,000 to $10,000,000.00.

A/E will also be required to incorporate bid items into the bid documents that will allow for a 10% budget reduction.

In accordance with 52.236-22, Design Within Funding Limitation (APR 1984), the estimated construction contract price for this project will be provided in the solicitation issues to the highest rated firm. If the project cannot be designed within funding limits specified, the A/E shall notify the Contracting Officer immediately, in writing, and shall not proceed further without direction from the Contracting Officer.

Design multiple deductive bid items into the construction documents equal to at least 10% of the total construction cost (Design Limitation). The base design must be fully functional with or without the deducts. Provide an itemized cost estimate associated with each deduct.

In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this project proceeding into construction documents is not to exceed the Construction budget listed above, 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 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. The A/E fee proposal shall be based on the design scope of work as defined below. If the contracting officer determines the TCCP can be increased the design fee will not be increased unless additional scope was requested and added through the modification process.

CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project)

- Mental Health Outpatient Services Design Guide

- Barrier Free Design Standard

- Design and Construction Procedures, PG-18-3

- Design Manuals, PG-18-10

- Design Submission Instructions, Minor and NRM Projects, PG-18-15, Vol C

- Standard Details. Program Guide, PG-18-4

- Equipment Reference Manual, PG-18-6

- Equipment Guide List, Program Guide PG-18-5

- Space Planning Criteria PG-18-9

- Space Planning Criteria for Medical Facilities Handbook, 7610

- Uniform Federal Accessibility Standards

- Signage Design Guide

- Telecom Systems Infrastructure Standards and Design

- Master Construction Specifications, Program Guide, PG-18-1

- VA Design Alerts

- VHA National CAD Standards

- National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, etc.)

- Physical Security Design Manual for VA Facilities Note: The above documents can be found at the following website:

http://www.cfm.va.gov/TIL/

- Design and Construction Procedures, PG-18-3

- Design Submission Instructions, Minor and NRM Projects, PG-18-15, Vol C

- Standard Details. Program Guide, PG-18-4

- Equipment Reference Manual, PG-18-6

- Equipment Guide List, Program Guide PG-18-5

- Space Planning Criteria for Medical Facilities Handbook, 7610

- Uniform Federal Accessibility Standards

- Signage Design Guide,

- Master Construction Specifications, Program Guide, PG-18-1

- VA Design Manuals

- VA Design Alerts

- VHA National CAD Standards

- Minimum Requirements for A/E Submissions - Minor and NRM, PG-18-15, Vol C

- National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, etc.) that are in effect at the time of Design Development Submission

Note: The above documents can be found at the following website:

http://www.cfm.va.gov/TIL/

SCOPE OF CONSTRUCTION PROJECT

This project will design the second phase of the behavioral health clinic remodel. Intent is to create a state-of-the-art out-patient Behavioral Health Clinic that promotes healing and calmness while reducing anxiety and confusion. This phase will design a recently vacated area of approximately 15,000 square feet. This area will be joined to the recently completed phase 1 area, immediately adjacent to the clinic check-in/waiting room. This will include (but not limited to) group rooms; administrative offices; clinical offices which double as counseling rooms; public restrooms, and a staff break room.

The Architect or architect/engineer firm shall be capable of preparing all design and construction documentation including, but not limited to, advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia, MO. Prime contractor shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable expertise in their respective fields: Architect, Medical Planner; Structural Engineer, Mechanical Engineer, Fire Protection Engineer, Life Safety Engineer, Plumbing Engineer, Interior Designer; Communication (voice & data), Electrical Engineer, and Cost Estimator with experience on projects of similar size and complexity.

It is important to emphasize that the A/E shall perform site investigation, design development, detailed design work, prepare detailed construction documents, keeping in mind that the end result is a completely functional and fully operational product. The A/E must consider constructability and maintaining hospital operations while designing the project. This will include phasing of construction and utility impacts to minimize disruption to on-going patient care. Construction will occur in an active facility in an area that treats patients with PTSD, etc.

The A/E must design using all current VA standards and meet all current codes for mechanical, plumbing, electrical, fire protection, and life safety. All spaces will be designed to meet the Interagency Security Committee and other relevant physical security guidelines.

The A/E must be able to respond to issues in a timely manner, to include being on-site within 24 hours. This is due to the need to keep this project progressing and on time, avoiding any delay claims. As construction is heavy in the area, contractors are on tight schedules to schedule trades and equipment. Having an A/E that can be onsite within 24 hours allows emerging issues to quickly and efficiently be solved.

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. Additionally, the design will be reviewed by a 3rd party for compliance with all life safety codes. It will be the A/E’s responsibility to address and track responses to all issues arising from these reviews.

As part of the 100% 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. All electronic files (both specifications and drawings) shall be limited in file size to a max of 20MB so they can be posted to fbo.gov for solicitation.

Mental Health Clinics provide general and specialty mental health services for Veterans being evaluated, diagnosed, and treated on an outpatient basis. Services include:

· Diagnostic and treatment planning evaluations for the full range of mental health problems

· Treatment services, including individual, group, and family psychotherapy, pharmacotherapy, and sometimes other somatic treatments.

· Cognitive and psychological assessment services

· Patient education

· Consultation services

Key design concepts for this clinic include:

1. Create an attractive, non-institutional environment through careful attention to architectural features and interior design elements.

2. Patient spaces should have an attractive, therapeutic environment. Incorporate wall color, trim, accent colors, and securely anchored artwork in common areas and patient therapy rooms to enhance the environment.

3. The clinic planning and design should maintain patient privacy and dignity for a diverse Veteran population with different treatment protocols.

4. Therapy room areas should have appropriate acoustic control.

5. All areas must be wheelchair accessible. Corridors should be a minimum of 6 [1.83 m] feet clear to allow passage of two wheelchairs.

6. Ample light should be provided in common hallways. All treatment rooms shall have dimmable lighting.

7. Exposed devices should be fastened with tamper resistant fasteners. Laminated glass should be used in areas readily accessed by Veterans.

8. Therapy rooms and space for tele-mental health technology should have appropriate acoustic and light control.

9. All lighting shall be LED and dimmable.

10. Security, access control, and surveillance shall be tied into the existing systems (Lenel)

11. All controls shall be tied into the existing building management system.

12. All plumbing shall comply with VHA Directive 1061.

13. HVAC system shall be variable air volume type, with constant volume provided in required areas. HVAC shall comply with the VA HVAC Design Manual.

All design should account for constructability and ensuring the construction is capable of being completed safely with minimal impact to the medical center operations.

Project should be designed with bid deducts should bids come in above the estimate. This project is not expected to include more than 2 bid deducts.

Anticipated time for completion of design is _310_calendar days including time for VA reviews.

SITE INVESTIGATION

A/E shall be responsible for conducting site visits for the purpose of data gathering, investigation and documentation of all existing conditions. Perform such investigations as required to accurately verify all existing conditions. Do not rely solely upon "as built" drawings. VA personnel will provide assistance with investigating the project site where prior experience with equipment and utilities will produce an appreciable advantage. The A/E firm shall be responsible for site review of the existing facility in order to field verify the owner's existing documents and as-built drawings. Any modifications that are required to be made as a result of the site review shall be communicated to the VA and corrected by the A/E firm.

The A/E shall make investigations necessary to thoroughly evaluate the conditions of the existing space. The VA shall allow for five days of site investigation. Any investigation beyond that shall be at the A/E’s expenses.

Schematic The A/E shall do several visits (minimum of three) to the facility to meet and discuss with the Integrated Project Team. An agreed to and solid schematic design is the foundation for a successful design.

A. The first meeting will be to do an initial IPT meeting and hear the needs, wants and desires of the users for this space.

B. The second visit will be to present a minimum of four schematics with the A/E providing their pros/cons to each. This visit is to be a “working visit” with the A/E having the ability to make changes, display these visually and provide some immediate feedback. During this visit, the discussion of phasing needs to begin with the VA providing the priority areas.

C. The third meeting shall depict the schematic result from meeting two, also depicting the phasing plan. During this meeting final schematic and phasing shall be finalized and agreed to with the A/E providing a “final” schematic with phasing one week after this meeting.

D. AE shall plan for design and design review meetings as part of the Scope of Work.

Design Development

1. Design Development: The design shall include any energy efficiency improvements available for the application. The DD phase defines the space, to scale depiction of spatial relationships, wall locations, restrooms, etc. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

a) 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. At a minimum, MEP at this phase shall identify tie-in locations (mechanical and plumbing), panels and power locations (electrical).

b) A/E shall provide a life safety code analysis of the proposed design in coordination with the existing adjacent functions to verify the proposed design does not generate any compliance issues. This is to be included during the various phases (if required). The DD submission will identify all life safety designations (smoke barriers, rated walls, sprinkler zones, etc.

c) The A/E shall provide a certification that the project is a stand-alone project and does not require any follow-on project to make the space suitable for its intended occupancy.

d) The A/E shall provide several finish choices/combinations from which the VA staff can choose from. End state is a warm, welcoming and familiar environment for patients while maintain a warm and therapeutic environment for staff. Sound absorbing wall, floor and ceiling materials shall be utilized.

Construction Documents

A. 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. A/E firm shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility. Coordination with the VA to specify any areas that may require special notes (i.e. off working hours, weekends) and critical adjacent areas which require special attention.

C. In most instances, copies of the VA Master Construction Specifications will be available off the Office of Construction & Facilities Management TIL website, which will be edited and incorporated in the project specifications. In those instances, where copies of the VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. Copies of design guides, space criteria, room finishes, and other VA guidelines are also available off the Internet. It is required that the A/E design in accordance to VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections 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.

1. The A/E shall package bid documents necessary to solicit, bid and award the construction of this project.

2. A/E will provide a 1 to 2-page scope of work summary of the project to the contracting officer when 100% design documents are complete. This document will be used in the solicitation project. The summary must contain enough information for a contractor to fully understand the scope/effort of the project.

3. The A/E shall provide a signed memorandum stating that this project has been designed as a standalone project. The VA shall provide this memorandum for signature.

4. A/E firm shall provide two (2) copies of such drawings, copies of construction cost estimates, and specifications developed. Drawings shall be one (1) full size (36”x48”) copy and one (1) half size (18”x24”) copy and a set of specifications to the VA, and one (1) half size (18”x24”) copy and a set of specifications to the contracting officer. Specifications should be hard copy and pdf format.

Deliverables shall include (for ALL ELECRONIC SUBMISSIONS, FILES MUST BE LESS THAN 10MB in size) – Site Investigation 1 Electronic PDF copy of site investigation findings.

Schematic Submission (minimum of three layouts) (35%):

1 electronic PDF copy of drawings, and cost estimate.

1 electronic copy of design narrative

Design Development Submission (60%):

2 Complete hardcopy sets of drawings- (1 full size, 1 half-size) (Delivered to COR);

1 hardcopy set of specifications (Delivered to COR);

1 electronic PDF copy of drawings and specifications (specs both in combined PDF and Word file);

1 electronic AutoCAD and Revit copy of drawings, and cost estimate.

***A third-party life safety review will be conducted on the 60% submittal, with comments provided to the AE for corrections. This review is provided by the VA.

Construction Documents Submission (90%) 2 complete hardcopy sets of drawings- (1 full-size, 1 half-size), (Delivered to COR);

1 hard copy of specs (Delivered to COR);

1 complete hardcopy set- (1 half-size drawings), 1 hard copy set of clean specs (Delivered to Contracting Officer);

1 hardcopy cost estimate (Delivered to Contracting Officer);

1 electronic PDF copy of drawings;

1 electronic combined PDF and Word copy of specs;

1 electronic copy of cost estimate;

A third-party life safety review will be conducted on the 90% submittal, with comments provided to the AE for corrections. This review is provided by the VA.

As part of this submission the A/E shall provide a written narrative 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 narrative is intended to be a general description of the project not to exceed two written pages in length.

Construction Documents Submission (100% Check Set and FINAL BID Documents)

2 Complete hard copy sets- 1 full size, 1 half size, 2 sets of bound specifications (Delivered to COR);

1 Hard copy cost estimate (Delivered to COR);

1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word);

Revit model(s);

1 Complete hard copy set- 1 half-size drawing, 1 bid set of specs (Delivered to Contracting Officer);

1 Hard copy cost estimate (Delivered to Contracting Officer).

*** This is a 100% set for review (unsigned/stamped). If there are no corrections to be made, AE will resubmit electronically a signed/stamped set – labeled FOR BID). If there are corrections that need to occur, AE will via TEAMs work with COR to prove changes are made, then submit electronically a signed/stamped final set (FOR BID)

Conformed Drawings/Specifications:

In the event changes are made during bidding process, bid deducts taken, AE shall develop and provide 3 complete hard copy sets- 1 full size, 2 half size (1 half size mailed to the contracting officer) and 2 sets of conformed specifications (1 mailed to the contracting officer as well as an electronic conformed set of drawings based on the bid item(s) taken.)

As-Built (Record) Drawings 1 Complete hard copy full size set 1 Electronic copy in PDF, 1 Electronic AutoCAD with bound x-refs and REVIT model.

Meetings: The project COR and/or CO will chair all meetings with a designated lead member of the A/E team serving as facilitator/lead. The A/E should prepare a meeting agenda and submit it for review by the COR prior to the meeting. Upon approval of the agenda items, the A/E will distribute the agenda or coordinate with the COR for distribution and electronic meeting scheduling.

A. Meeting agenda must include:

1. The project name and VA project number.

2. The date, time, and location of the meeting.

3. Teleconference information for attendees that cannot be physically present. Teleconferencing may be setup through the A/E’s internal conferencing system or coordinated with the COR for use of the web-based teleconferencing system. The A/E may not include cost of teleconferencing in their proposal for either Part I or Part II services.

4. Previous meetings’ past action items, associated responsible party, date item was initiated, expected completion date and status/notes or date closed.

B. The A/E is responsible for documenting meeting minutes and distributing meeting minutes for conferences, teleconferences, review sessions, progress meetings within three (3) days after the event. Meeting Minutes must document:

1. The project name and VA project number.

2. The date of the meeting.

3. The date of issue for the Meeting Minutes.

4. The list of attendees with names, represented organization and email.

5. A distribution list including names, organization, and email of recipients.

6. Outstanding action items from previous meetings with associated responsible party, date item was initiated, expected completion date and status.

7. New action items generated by the meet with associated responsible party, date item was initiated, expected completion date and status/notes.

C. Meetings for Schematic Design and Design Development with the Project Manager and IPT shall be presented in a forum allowing all members of the team can easily view the drawings, participate in discussion, and unify the team’s comments into a single focus. The A/E will coordinate with the COR for appropriate conference space at the HSTVMH. The A/E is to provide any needed audio-visual equipment needed for presentation. HSTVMH policies do not allow non-VA equipment such as laptops, tablet computers, USB drives, external hard drives or other devices that may present a security risk to Government systems.

D. A/E shall plan for the following design and review meetings as part of the Scope of Work. Meetings itemized in this Supplement B as on-site below are required to be completed at HSTVMH. All other review meetings may be conducted utilizing a web-based meeting program;

1. Notice to Proceed (NTP) will be a teleconference between the Contracting Officer, COR and AE firm. This date will be coordinated with the AE to ensure the AE is ready to begin design and has a chance to plan travel to the site. This serves as the start of the project. (NTP)

2. The Initial Kickoff Meeting/Site Investigation will be held with the HSTMVH engineering staff. This meeting shall be coordinated between the AE and the facility to occur no later than (NLT) 10 days after NTP. This meeting will be intended to provide an onsite familiarization with the project. (NTP+10)

a) Kickoff meeting will be onsite with facility personnel. This will be a broad overview of the project, laying out perimeters and boundaries prior to meeting with the Integrated Project Team (IPT).

b) Immediately following this kickoff meeting, will be a meeting with the IPT.

i) This meeting is to gather the desires from the IPT as to what they would like to see in the design, flow concerns, etc.

ii) During the IPT meeting the AE will determine the current workflow and utilize lean design principles to develop proposed schematic design options.

c) Site investigation shall occur during this time frame and the schematic design. The AE is responsible for a complete site investigation to verify details of the area being designed. A summary of site investigation findings shall be provided to the VA at the end of site investigation. (5 days within schedule)

3. Schematic Design: Schematic Design (SD) has been split into three distinct parts SD1, SD2, & SD3. Each SD shall include a detailed efficiency review.

a) SD1 (Schematic Design Part 1, Initial SD) (NTP+ 55)

a) AE shall provide three (3) distinct SD layouts for VA review based on meetings with the IPT. A brief written synopsis containing the pros and cons of each shall also be provided within 30 days of the initial meetings. (NTP + 40)

b) The VA will conduct a review of the SD layouts with the IPT and provide the AE comments within ten (10) days of receiving SD1. (NTP + 50)

c) An onsite meeting with the user group will occur to discuss the submission of SD1, provide feedback and hear issues/concerns. (NTP + 55)

b) SD2 (Schematic Design Part 2) (NTP + 100)

a) The AE will review the VA comments and submit two (2) revised SD layouts to the VA within 30 days of the user meeting as part of SD2. In the event that VA comments from SD1 provide a clear design path, only a single design for SD2 is required. If a clear path forward was not determined during SD1, two separate revised designs shall be submitted as part of SD2. The requirement for one or two revised schematic designs will be indicated on the return of SD1 in the approval comments. (NTP + 85)

b) The VA will review the new SD layouts for 10 days (NTP + 95)

c) A virtual meeting with the user group will occur to discuss the submission of SD2, provide feedback and hear issues/concerns. (NTP + 100)

c) SD3 (Schematic Design Part 3, Final SD) (NTP + 135)

a) The AE will make a “final” SD layout submission for VA approval within 20 days of the user meeting. (NTP + 120)

b) The VA will review for 10 days. (NTP + 130)

c) A virtual meeting with the user group will occur to discuss the submission of SD3, provide feedback and hear issues/concerns. End state should be VA providing final input and approval. (NTP + 135)

d) The VA must provide SD approval prior to moving into any formal DD work.

e) All submissions during this phase shall be digital (pdf, word, excel).

4. Design Development (CD-35%): AE shall provide to the VA 35% Design Development documents within 25 days of receiving schematic design approval. (NTP + 160)

a) The VA will review DD submission for 10 days. (NTP + 170)

b) A joint on-site review will be conducted between the AE and the VA. (NTP + 175)

c) The VA must provide DD approval prior to moving into any formal CD work.

5. Design Development (CD-60%) AE shall provide the VA with 60% construction documents within 30 days of approved DD documents. Drawings shall depict all as a minimum: all walls, wall type, life safety, MEP, and phasing. (NTP + 205)

a) The VA will review the CD-60% submission for 14 days. (NTP + 219)

b) A joint onsite review will be conducted between the AE and the VA. (NTP +220)

c) The VA must provide CD-60% approval prior to moving into any formal CD-90% work.

6. Construction Documents (CD-90%) AE shall provide the VA with 90% construction documents within 30 days of approved CD-60% documents. This submission should allow construction contractors to bid from. (NTP + 250)

a) The VA will review the CD-90% submission for 14 days. (NTP + 264)

b) A joint onsite review will be conducted between the AE and the VA. (NTP + 265)

c) The VA must provide CD-90% approval prior to moving into any formal CD-100% work.

7. Construction Documents (Final-100% Bid documents) AE shall provide the VA with 100% construction documents within 25 days of approved CD-90% documents. (NTP + 290) 2 Complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copies of specs, (Delivered to COR);

1 Complete hard copy set- 1 half-size drawing, 1 set of clean specs (Delivered to Contracting Officer);

1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word);

1 electronic copy of cost estimate;

1 Hard copy cost estimate (Delivered to COR);

1 Hard copy cost estimate (Delivered to Contracting Officer).

1 Revit model(s);

a) AE shall address/correct any comments found in 100% documents that were not corrected from 90% review and correct and resubmit 100% Bid Documents within 5 days. (NTP + 310)

b) AE shall provide all bid documents in electronic pdf format. All files shall be broken into volumes no more than 10MB each. Construction Bid Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work.

8. Conformed Construction Set

a) Conformed Construction Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work.

b) Conformed Construction Set shall be provided prior to start of construction and incorporate any and all addenda to date from bid RFI, clarifications, etc.

c) This is intended to provide a set of drawings “For Construction” to differentiate between any bid documents or developmental progress drawings.

9. Meetings: The project COR and/or CO will conduct all meetings with the assistance of a designated lead member of the A/E team. The A/E should prepare a meeting agenda and submit it for review by the COR prior to the meeting. Upon approval of the agenda items, the A/E will distribute the agenda or coordinate with the COR for distribution and electronic meeting scheduling.

a.) Meeting agenda must include:

(1) The project name and VA project number.

(2) The date, time, and location of the meeting.

(3) Teleconference information for attendees that cannot be physically present. Teleconferencing may be setup through the A/E’s internal conferencing system or coordinated with the COR for use of the web-based teleconferencing system. The A/E may not include cost of teleconferencing in their proposal for either Part I or Part II services.

(4) Previous meetings’ past action items, associated responsible party, date item was initiated, expected completion date and status/notes or date closed.

b) The A/E is responsible for documenting meeting minutes and distributing meeting minutes for conferences, teleconferences, review sessions, progress meetings within three (3) days after the event. Meeting Minutes must document:

(1) The project name and VA project number.

(2) The date of the meeting.

(3) The date of issue for the Meeting Minutes.

(4) The list of attendees with names, represented organization and email.

(5) A distribution list including names, organization and email of recipients.

(6) Outstanding action items from previous meetings with associated responsible party, date item was initiated, expected completion date and status.

(7) New action items generated by the meet with associated responsible party, date item was initiated, expected completion date and status/notes.

c) Meetings for Schematic Design and Design Development with the Project Manager and IPT shall be presented in a forum allowing all members of the team can easily view the drawings, participate in discussion and unify the team’s comments into a single focus. The A/E will coordinate with the COR for appropriate conference space at the HSTVMH. The A/E is to provide any needed audio-visual equipment needed for presentation. HSTVMH policies do not allow non-VA equipment such as laptops, tablet computers, USB drives, external hard drives or other devices that may present a security risk to Government systems.

Total contract design duration shall not exceed PROJECT 310 DAYS calendar days,

Schematic Design 35%

In the event that SD2 or SD3 are not needed, overall submission schedule shall be lessened by equivalent number of days not needed.

A/E FEE DETERMINATION:

The A/E is to present their fee proposal for evaluation and negotiation in the following format:

A. 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 to the Contracting Officer and COR.

B. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B and include a breakout of travel costs.

C. 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.

D. Correction of the 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.

ESTIMATE SUBMISSION REQUIREMENTS

A. General - the A/E shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction, which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable.

B. Use of Forms - 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.

C. Contracting officer requirements - in addition to submissions to the COR, the A/E shall submit ALL construction cost estimates also to the Contracting Officer. The final construction cost estimate delivered with the 100% specifications and drawings shall be marked “For Official Use Only” and be signed and dated by the Architect. This document will be used as the Independent Government Estimate (IGE) for construction period services.

PROMOTION OF FULL AND OPEN COMPETITION

1. A/E agrees to assure specifications are not restrictive. Specifications will be based on performance criteria when possible and will not use brand names.

1. If an occasion arises that use of a brand name is necessary, the A/E will provide a justification including:

0. Why the particular brand must be used or why a specification cannot be written (Proprietary design, etc.).

0. The criteria of alternate items must be met to be considered equal.

1. 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.

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

CONSTRUCTION SERVICES

Construction period services may start immediately following design completion or may extend up to 5 years after the Notice to Proceed of design.

For the duration of the construction contract, the A/E shall;

A. Attend the pre-bid construction conference(s).

B. The Construction Period will commence with the award of the Construction Contract(s) and will end with the completion of closeout documents.

C. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer’s Representative.