36C25526R0017.docx

SUBJECT*

Tuckpoint and Seal Building 1 PN:589A4-26-100, A/E Services

GENERAL INFORMATION

800 Hospital Dr, 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

CS James Petrik, james.petrik@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

Synopsis: Request for Architectural and Engineer 330 submission Solicitation: Tuckpoint and Seal Building 1 Project No. 589A4-26-100

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 836.606-73 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.

After the evaluation of SF330 submissions in accordance with the evaluation criteria, the most highly qualified firm will be chosen for negotiations. The Government will not pay nor reimburse any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. The contract is anticipated to be awarded no later than February 27, 2026.

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 to James Petrik (james.petrik@va.gov) and Jeanette Mathena (jeanette.mathena@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 $13 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is estimated at 120 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 VAAR 852.219-10. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, https://www.vetbiz.va.gov/, 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 November 6, 2025 by 2:00PM CT to the following email address: Jeanette.mathena@va.gov and james.petrik@va.gov.

Email subject line shall clearly identify Solicitation number: 36C25526R0017 and project name: “Tuckpoint and Seal Building 1” Project No. 589A4-26-100 The 330 submission must be a pdf document and must be below 10 MB.

PROJECT INFORMATION

This project will replace all caulk and sealant joints on the exterior as well as seal the brick, stone, and mortar joints of Building 1. This includes full removal of existing sealants and re-sealing of those joints with A/E specified sealants. This project will include tuck point of all failing grout/mortar joints on the exterior of Building 1. This project will also fix the seal of all windows/store fronts on the exterior of Building 1 where required, or full replacement of window/storefront if required. The sealing or replacement of any exterior utility infrastructure that is supposed to have environment-controlled encasement, this shall include but not limited to junction boxes, doghouses, etc. This project does not include the full replacement of the roofs associated with Building 1 but shall include re-sealing of joints and patching if required. The project will remove/repair/replace any damaged flashing or if deemed necessary install additional flashing where required. The purpose of this construction project is to fully seal the exterior of Building 1 to provide protection from all environmental factors. Building 1 includes all exterior areas of all four sides of the original Building 1 construction, excluding the Ambulatory Care Addition (ACA), Surgery Addition, and the Community Living Center (CLC) buildings.

EVALUATION FACTORS

Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1.

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 forty (40) pages. Each page cannot exceed 81/2 x 11 in size. Prospective firms are required to address all selection criteria within submitted SF330 packages. SF 330 must be submitted as a PDF and cannot exceed 10MB.

Qualifications (SF330) submitted by each firm for Project No. 589A4-26-100 “Tuckpoint and Seal Building 1” will be reviewed and evaluated based on the following evaluation criteria listed below:

Factor 1. Professional Qualifications: the qualifications of the individuals which will be used for these services will be examined for experience and education. A&E firms shall have licensed professional architects/engineers currently registered in the state of Missouri or in a state of which Missouri has recognized the architectural license. Prime A/E firm shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable project-related expertise in their respective fields: 1) Architect, 2) Structural Engineer, 3) Civil Engineer, and 4) Cost Estimator with current experience in cost estimation for maintenance and repair to federal health care facilities. The A/E firm is also required to have specialized subconsultant expertise in building envelopes, masonry, caulking and water proofing systems, as well as subconsultant expertise in the utilization of drones for multi-story building inspections and information reconnaissance.

Factor 2. Specialized Experience and Technical Competence: specific experience and technical skill in the type and scope of work required for medical facilities renovations. Experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.

Factor 3. Capacity to Accomplish the Work: the prime contractor must have the staffing capacity and the ability to accomplish the work in the required time. In accordance with VAAR 852.219-10(c)(1), prime contractors shall clearly state and demonstrate how they will meet the requirement that at least 50 percent of the design work be accomplished by employees of the concern or employees of eligible service-disabled veteran owned small business subcontractor/consultant. The prime contractor and subconsultants further illustrate adequate workforce capacity to complete this design project within the 120-day period from NTP. The prime contractor shall clearly illustrate the ability to accomplish the work within the required timeframe within the SF330 submission. Only provide capacity and availability information for personnel, staff, and subconsultants that will actually be working on this project.

Special Note: When an offeror submits its SF330 in response to this Request, the name and experience of a specific staff and subcontractors is a required evaluation factor, then those staff members/subcontractor who is offered will be the same members/subcontractor who will actually perform the specified work on the project. If, during performance of the contract, it becomes necessary for the contractor to substitute a members/subcontractor for one of those whose qualifications were the basis for evaluation of the offer and award of the contract, the contractor shall submit to the Contracting Officer the same information that was required in the initial SF330 regarding the proposed substitute members/subcontractor. The Contracting Officer shall have the right to review the qualifications of the proposed substitute members/subcontractor and to approve or disapprove their qualifications. If the proposed substitute members/subcontractor qualifications are disapproved by the Contracting Officer, the contractor will propose another members/subcontractor who does possess equivalent qualifications.

Factor 4. Past Performance: the past performance of similar 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 3 years will receive a lesser score than those references for projects accomplished within the past 3 years.

Factor 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 criterion will apply to the office from which the prime contractor’s office is established. Firms within 450 miles of the medical center will receive a maximum score. Firms more distant than 450 miles will receive a zero score for this criterion. 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.

Factor 6. Claims and Terminations: record of significant claims against the prime contractor or subconsultants. Record of all terminated contracts because of improper or incomplete architectural and engineering services will be examined.

Factor 7. SF330 Submission Compliance: specific compliance requirements of the completed and submitted SF330 will be examined.

All submissions shall follow the SF330 instructions (OMB Control No. 9000-0157, exp date 1/31/2027). As provisioned in SF330, the individual agency instructions for this submission are as follows:

SF330 Part I-Section A: No changes to the SF330 Instructions.

SF330 Part I-Section B: No changes to the SF330 Instructions.

SF330 Part I-Section C: No changes to the SF330 Instructions.

SF330 Part I-Section D: No changes to the SF330 Instructions.

SF330 Part I-Section E: The following page limits for each member are as follows:

1) Architect – One (1) page

2) Structural Engineer – One (1) page

3) Civil Engineer – One (1) page

4) Cost Estimator – One (1) page

5) Expert subconsultant in building envelopes, masonry, caulking, water proofing systems – One (1) page

6) Expert subconsultant in survey and information reconnaissance utilizing drones – One (1) page SF330 Part I-Section F: The following limits apply:

1) Limit the list of projects presented in this section to three (3) projects, each being described on one (1) page. All projects presented must be similar in nature to the project being submitted on and preferably demonstrate expertise in the field and working relationships with proposed subconsultants.

SF330 Part I-Section G: No changes SF330 Part I-Section H: Only two (2) additional pages will be permitted.

SF330 Part I-Section I: No changes to the SF330 Instructions.

SF330 Part II shall remain a single page form, completed by the A/E.

Additionally, a cover letter up to two (2) pages in length may be submitted with the required SF330 information.

Factor 8. 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.

Factor 9. Knowledge of locality: include professional 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 End of pre solicitation notice

Presolicitation Notice

Harry S. Truman Veterans' Memorial Hospital (HSTVMH) – Columbia, MO Supplement B - A/E DESIGN SERVICES for “Tuckpoint & Seal Building 1” Project No. 589A4-26-100

PROJECT NUMBER: 589A4-26-100

PROJECT TITLE: Tuckpoint & Seal Building 1

DESIGN TIMEFRAME: A/E shall deliver final construction documents not to exceed 120 calendar days after the Award/Notice to Proceed Letter

CONSTRUCTION BUDGET/DESIGN LIMITATION

The construction magnitude for this project is $5,000,000.00 to $10,000,000.00. The A/E will be required to determine a more accurate construction estimate within this budget. The A/E will also be required to incorporate bid items into the bid documents that will allow for four (4) stand-alone phases. The final project construction plans will be illustrated in four (4) phases for example phase; 1-north face, phase 2-east face, phase 3-south face, phase 4-west face. The project phases will be ordered by criticality of building needs (i.e. most critical phase to be Phase 1, and so on). The entire project, including all phases, will be designed under this project, however, the VA will reserve the right to execute the construction project in any or all the phases as budget provides.

All design phases must be fully functional on their own. Individual phases may contain deducts, as the A/E determines based on the physical evaluation. All phases and deducts (if any) will be provided with itemized cost estimates associated with each subtask item within the respective phases and deducts.

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. 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. If the contracting officer determines the TCCP can be increased the design fee will not be increased unless additional scope is requested and added through the modification process.

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

- 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 for Medical Facilities Handbook, 7610

- Uniform Federal Accessibility Standards

- Signage Design Guide

- 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/

SCOPE AND DESCRIPTION OF CONSTRUCTION PROJECT

This project will replace all caulk and sealant joints on the exterior as well as seal the brick, stone, and mortar joints of Building 1. This includes full removal of existing sealants and re-sealing of those joints with A/E specified sealants. This project will include tuck point of all failing grout/mortar joints on the exterior of Building 1. This project will also fix the seal of all windows/store fronts on the exterior of Building 1 where required, or full replacement of window/storefront if required. The sealing or replacement of any exterior utility infrastructure that is supposed to have environment-controlled encasement, this shall include but not limited to junction boxes, doghouses, etc. This project does not include the full replacement of the roofs associated with Building 1 but shall include re-sealing of joints and patching if required. The project will remove/repair/replace any damaged flashing or if deemed necessary install additional flashing where required. The purpose of this construction project is to fully seal the exterior of Building 1 to provide protection from all environmental factors. Building 1 includes all exterior areas of all four sides of the original Building 1 construction, excluding the Ambulatory Care Addition (ACA), Surgery Addition, and the Community Living Center (CLC) buildings.

SCOPE OF WORK FOR A/E

The A/E will be required to provide a full set of plans and specifications that describe the entire project, including project phasing and respective deducts for each phase (if any). Critical to this effort are the construction estimates for each phase and deducts. Due to budget uncertainty, the final design construction plans will account for four (4) phases; one for each side of Building 1. Each phase shall be able to stand alone as a fully functional project that can be bid individually or as a group. The project phases will be ordered by criticality of building needs (i.e. most critical phase to be Phase 1, and so on). However, the VA will reserve the right to execute any or all of the phases as budget provides. All phases and deducts will provide itemized cost estimates associated with each task item within the respective phases and deducts.

The A/E shall utilize MS Teams for file sharing and virtual meetings during the design phase.

The A/E firm must be capable of preparing all design and construction documentation including (but not limited to): site Investigation, planning, design, and construction services of Tuckpoint & Seal Building 1 project, including final as-built drawings. This project is at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia, MO. A/E firm shall have licensed professional architects / engineers currently registered in the State of Missouri or in a state which Missouri has recognized the A/E license. Prime A/E firm shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable project-related expertise in their respective fields: 1) Architect, 2) Structural Engineer, 2) Civil Engineer, and 3) Cost Estimator with current experience in cost estimation for maintenance and repair to federal health care facilities. The A/E firm is also required to have subconsultant expertise in building envelopes, masonry, caulking and water proofing systems is a benefit as well as subconsultant expertise in the utilization of drones for multi-story building inspections and information reconnaissance.

All final design and specification products shall:

a. meet all applicable/current building codes, VA standards, VA Design Manuals, and VA Design Guide standards,

b. be designed to meet the Interagency Security Committee and other relevant physical security guidelines,

c. meet EPA and USDA requirements.

It is specifically noted the A/E is responsible for the costs due to evaluating high exterior building surfaces.

The A/E’s proposal should strictly adhere to the SF330 requirements and additional SF330, 40 page limitation instructions of this RFP. Non-conforming proposals may not be considered.

SITE INVESTIGATON

A/E shall be responsible for conducting necessary 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 aid with investigations where prior experience and knowledge will help. It is anticipated that the A/E will employ the use of drones to capture existing conditions, which will become the basis for design documents.

Included in this work phase, the A/E will meet with the FM Technical Team for a kick-off meeting in order to ensure the project begins well.

DESIGN DEVELOPMENT (DD50%) SUBMISSION

Design Development Submission will present a set of plans and specifications that are approximately 50% completed. This design phase shall present plan sheets depicting building elevations, specific areas requiring repair, project phasing and deduction alternatives (if applicable). Also included in the DD phase shall be a draft, sample cost-loaded schedule for each phase and deduction alternatives (if applicable), as well as a draft project narrative for each phase. Costs used in the sample cost-loaded schedule will be considered place holders only (see NOTE below). All building windows, doors, and other features will be described in the project plans as well as by an accompanying itemized schedule of work features for each phase.

NOTE: THE COST-LOADED SCHEDULE IS INTENDED TO BE A TOOL TO BE USED BY CONTRACTORS. This schedule shall not contain actual costs or dates but will contain critical tasks and milestone reviews by the A/E. The costs and timeframes in the actual cost-loaded schedule will be the responsibility of the contractor. The cost-loaded schedule is a critical tool used by the contractor, COR and CO, and ensures the project begins with a mutual understanding between all parties.

Deliverables for the DD Submission include (but not limited to):

a. 2 complete hardcopy drawing sets - 1 full size, 1 half-size,

b. 1 electronic PDF of drawings, specifications, cost-loaded schedule

90% CONSTRUCTION DOCUMENTS (CD90%) SUBMISSION

Construction Documents (90%) Submission will present the overall plans, specifications, and schedules at a 90% level of completion. When these documents are turned over to the VA, only minor edits and cleanup changes should be required. The plans should clearly tell the story of the entire project and individual phases, as well as convey the ideas and requirements of the A/E for this project, including project phases deductive alternatives (if applicable).

Deliverables for the CD90 Submission include (but not limited to):

a. 3 complete hardcopy drawing sets - 1 full size and 1 half-size to COR, 1 half-size to CO,

b. 1 complete hardcopy of the cost estimate, broken down to appropriately match the phases and any alternatives,

c. 2 complete hardcopy set of specifications- 1 to COR and 1 to CO,

d. 1 complete electronic PDF of the example cost-loaded schedule,

e. 1 complete electronic MS WORD of the project narrative describing the overall scope of the construction project, deduct, and 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,

f. 1 electronic PDF of the drawings and specifications.

100% BID DOCUMENTS (BD) SUBMISSION

Bid Documents (100%) Submission will present final plans, specifications, and accompanying documents.

a. 3 final hardcopy drawing sets - 1 full size and 1 half-size to COR, 1 half-size to CO,

b. 2 final hardcopy set of specifications – 1 to COR and 1 to CO,

c. 1 final electronic PDF of the cost estimate, broken down to appropriately match the phases and any deduct alternatives,

d. 1 final electronic PDF of the example cost-loaded schedule,

e. 1 final electronic MS WORD of the project narrative describing the overall scope of the construction project, deduct, and 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,

f. 1 electronic PDF of drawings and specifications,

g. electronic copies of all final drawings and specifications in Auto-CAD 2019 (or newer) format as well as Revit (if applicable).

h. All hardcopy and pdf documents shall be sealed by the architect or engineer of record for the project.

NOTE: FOR ALL ELECRONIC SUBMISSIONS, FILES MUST BE LESS THAN 20MB in size –It is the responsibility of the A/E to confirm format of CAD Drawings and Revit Models that will be useable with the VA systems.

DESIGN SCHEDULE AND REVIEWS

1. A/E shall plan for the following design schedule and design review meetings as part of the Scope of Work (use of web-based meetings such as Microsoft Teams shall be used whenever possible):

a. Kickoff meeting with Contracting Officer, Contracting Specialist, and Contracting Officer’s Representative, and any required Harry S Truman VA Medical Center (HSTVAMC) engineering staff will be held. NTP will be given at this time.

b. After the Kickoff meeting, the A/E shall immediately begin Site Investigations to collect needed data and project information.

c. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). HSTVAMC will provide comments and guidance continuously via weekly progress meetings. All progress meetings shall be held virtually.

d. Meetings and Format: The project COR and/or CO will conduct all meetings with a designated leading 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.

e. The A/E is responsible for meeting agendas and must include:

i. The project name and VA project number.

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

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

f. The A/E is responsible for documenting meeting minutes and distributing meeting minutes within two (2) days after the event. Meeting Minutes must document:

i. The project name and VA project number.

ii. The date of the meeting.

iii. The date of issue for the Meeting Minutes.

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

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

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

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

Total contract design duration shall not exceed 120 calendar days.

1. NTP - This serves as the start of the project. Anticipate that this will occur via Teams with the Contracting Officer. The A/E team and HSTMVH team will attend this meeting in person to immediately proceed with the Kickoff meeting.

2. Kickoff / Initial Meeting(s) / Site Investigation - The 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).

3. In person site investigation shall immediately occur after the NTP and Kickoff meeting.

4. Design Development (DD50%)

a. AE shall provide full exterior layouts, elevations and other required information for VA review based on site investigation data. A written synopsis containing the unforeseen exterior conflicts for hard access to areas, staging and foot traffic concerns for construction.

b. The DD50 documents shall present clear project phasing plans, as well as any alternatives within respective phases.

c. The VA will conduct an internal review of the DD50s with the IPT and provide the AE comments on SD.

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

5. Construction Documents (CD90%)

a. AE shall provide the VA with 90% construction documents.

b. The VA will review the CD-90% submission.

c. A joint onsite review will be conducted between the A/E and the VA.

d. The VA must provide CD90% approval prior to moving into any formal Bid Document work proceeds.

6. Bid Documents – Due 120 days after NTP

a. If there are still items of concern with the CD-90% submission, the A/E shall address and correct in Bid Documents.

7. As-Built (Record) Drawings

a. Upon completion of the construction, the construction contractor shall furnish the A/E with a record set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all changes marked up by the contractor or COR. The A/E shall also incorporate any changes made by solicitation amendments; construction modifications or supplemental information provided to the contractor. These are due to the VA within fifteen (15) business days of receipt of redline mark-ups from the construction contractor. The A/E shall provide the following:

i. 1 complete revised hard copy half size set and

ii. complete revised electronic copies both PDF and Auto-CAD with bound x-refs.

CONSTRUCTION PERIOD SERVICES

1. Depending on construction project funding, construction period services may start immediately following design completion or may extend up to 5 years after Notice to Proceed of design contract. For the duration of the construction contract the A/E shall:

a. The A/E must be able to respond to issues in a timely manner, to include being on-site within 8 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 8 hours allows emerging issues to quickly and efficiently be solved.

b. The A/E shall attend the pre-bid construction meeting.

c. The Construction Period will commence with the award of the Construction Contract(s) and will be completed with the acceptance of the facility by the VA.

d. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer’s Representative. They shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor.

e. The A/E shall provide submittal review with final approval being required by the COR. The A/E shall provide prompt responses to all submittals and RFIs from the construction contractor within three (3) business days, unless it is mutually agreeable more time is needed for research. The A/E shall provide periodic site review. These reviews shall be documented, and all findings provided to the COR within three (3) business days of the review. These reviews shall be scheduled and coordinated with the COR. The A/E and COR shall identify when these visits should occur after approval of the construction schedule and coincide with key milestones and then a punch list check at the end of any phases and final construction.

f. The A/E shall utilize MS Teams as the means necessary to submit large electronic files to VA recipients. Files over 20 MB may not be transmitted through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees.

2. Document Interpretations - The A/E, when requested, shall assist the contracting officer and the contracting officer’s representative (COR) to interpret the construction documents and recommend any actions they deem suitable for the satisfactory prosecution of the construction work. The A/E shall prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents at no cost. The A/E shall assess the preparation of the construction contract modifications initiated by or through the VA to be executed in accordance with the construction documents.

3. Contractor Cost Proposal Reviews - The A/E shall review all Government initiated and or the construction contractors’ cost proposals for construction modifications when requested by the COR. The A/E’s review of cost proposals shall include an independent breakdown of costs in detail with quantities and unit prices. This shall be true for both additions and deductions of labor, materials, and equipment.

4. Shop Drawings, RFI and Submittal Reviews - The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field-test data and reviewing the color, texture and suitability of materials for conformity with the design concept and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition. They shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the COR, request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals.

The A/E shall notify the COR in writing of all deviations from the requirements of the construction documents that they have found in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness to cause no delay. Submittals should take no more than 3 business days to review. Requests for Information should be responded to as soon as possible but no longer than 3 business days. A/E shall attend by phone/teleconference for a weekly project progress meeting to review project status and outstanding issues throughout the construction period.

5. Site Visits and Inspections - A/E shall provide project representative(s) to make periodic site visits during the construction to provide additional support to the VA in managing the contract. Site visits shall be at a fixed cost per site visit.

a. Construction Pre-bid Meeting: Provide one (1) construction pre-bid meeting.

b. Site visits and Inspection at completion of each phase where the VA must accept work: Provide four (4) construction inspection site visits, one for each phase.

Formal documentation will be required for all site visits. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three (3) business days of the site visit. Records of site visits will be in accordance with, Special Provisions of the Contract. Only registered architects and engineers thoroughly familiar with the project may make these site visits. The A/E shall observe the construction and advise the COR of any deviation or deficiencies.

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 includes a breakout of site visit 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.

REGULATIONS AND INFORMATION

Prospective firms are reminded that in accordance with VA Acquisition Regulation (VAAR) 852.219-10, at least 50 percent of the cost of personnel for contract performance of the contract shall be spent for employees of the SDVOSB concern or employees of other eligible service-disabled veteran-owned small business concerns. See VAAR Clause 819.7003 for eligibility requirements regarding Service-Disabled Veteran Owned Small Business or Veteran Owned Small Business Set-Asides.

Federal Acquisition Registrations require that federal contractors register in the Central Contractor Registration (CCR) database at https://sam.gov/content/home 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 C&A requirements do not apply, and a Security Accreditation Package is not required.

Included as part of this package is the standard A/E submission guide for minor projects, Program Guide, PG-18-15, Volume C. In addition to completing a detailed review of the attached document, the A/E shall log onto the VA website for the Office of Facilities (http://www.cfm.va.gov/til/) and comply with all rules and regulations related to design requirements for minor projects. If there are any conflicts between the rules and regulations as listed on the website and the outline provided above, the rules and regulations on the Office of Facilities website shall govern. It is the responsibility of the A/E to visit and download this documentation. The contract will include Construction Period Services and Site Visits.

IMPORTANT SF330 INSTRUCTIONS FOR THIS SUBMISSION

All submissions shall follow the SF330 instructions (OMB Control No. 9000-0157, exp date 1/31/2027). As provisioned in SF330, the individual agency instructions for this submission are as follows:

Part I-Section A: No changes to the SF330 Instructions.

Part I-Section B: No changes to the SF330 Instructions.

Part I-Section C: No changes to the SF330 Instructions.

Part I-Section D: No changes to the SF330 Instructions.

Part I-Section E: The following page limits for each member are as follows:

7) Architect – One (1) page

8) Structural Engineer – One (1) page

9) Civil Engineer – One (1) page

10) Cost Estimator – One (1) page

11) Expert subconsultant in building envelopes, masonry, caulking, water proofing systems – One (1) page

12) Expert subconsultant in survey and information reconnaissance utilizing drones – One (1) page Part I-Section F: The following limits apply:

2) Limit the list of projects presented in this section to three (3) projects, each being described on one (1) page. All projects presented must be similar in nature to the project being submitted on and preferably demonstrate expertise in the field and working relationships with proposed subconsultants.

Part I-Section G: No changes Part I-Section H: Only two (2) additional pages will be permitted.

Part I-Section I: No changes to the SF330 Instructions.

Part II shall remain a single page form, completed by the A/E.

Additionally, up to two (2) page cover letters may be submitted with the required SF330 information.

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