SOW_AE Repair FCA Deficiencies in B33 and B34_R1.pdf

Request for Proposal To Design

Repair FCA Deficiencies (Buildings 33 and 34)

Project No. 564-24-901

Veterans Healthcare System of the Ozarks (VHSO), Fayetteville AR

A. General Information

A 1.0 Project Background, Description and Scope of Work Provide Architect/Engineer professional services to include site investigation, design development, construction documents, specifications, cost estimates, construction period services and construction site visits. The VHSO has identified, through a Facility Condition Assessment, there are multiple deficiencies in buildings 33 and 34. The A/E will incorporate current design and construction best practices to assess and remediate deficiencies in accordance with the U.S. Department of Veterans Affairs’ design guidelines. The design will identify and recommend rehabilitation techniques for building 33 and 34’s deficiencies.

The project includes the following work for building 33: Renovate restroom to become ADA compliant and correct any deficiencies with rolling doors (rubber along tracks needing replacement, etc).

The project includes the following work for building 34: Removal of spray-on ceiling insulation and installation of appropriate insulation as deemed by A/E, surface preparation and painting interior South, East, and West walls of pharmacy side (South half) of building, replacement of all fluorescent lighting to LED lighting, installation of an insulator wall between the North and South sides of the building, calculations to determine if additional HVAC units are necessary, roof replacement, installation of additional snow guards, installation of an automatic transfer switch for life safety power, and conduct a lightning strike risk assessment per NFPA 780. Building 33 is currently being occupied by staff and will likely need access to a temporary bathroom during renovation. Building 34 contains logistics storage and pharmacy drug storage. Temporary climate-controlled relocation of items in this area may be necessary.

The A/E will evaluate the entire project and make recommendations how to phase this project (if phasing is appropriate).

PERIOD OF PERFORMANCE

The delivery date for this contract shall be 200 days from Notice to Proceed. Performance time to include VA review of each submission as identified.

LOCATION

Veterans Healthcare System of the Ozarks Fayetteville AR Campus 1100 N College Ave.

Fayetteville, AR 72703

TERMS OF THE SOLICITATION

A. The term “responsibility,” used in the instructions that follow, includes architectural and engineering design, cost, schedule, and construction responsibility for completion of this project in accordance with the documents of this RFP. It is the responsibility of the Design Offeror or A/E to provide complete Design Documents (drawings and specifications) for a fully functional project. Omissions in this RFP and Technical Requirements do not relieve the Design Offeror from providing a complete and fully functioning project.

B. The terms “Design Team”, “Design Offeror”, or “A/E” refers to the successful design team. The design team shall consist of a Service Connected (Disabled) Veteran Owned Small Business architectural/engineering firm and all associated consultants and subcontractors.

C. The term “Design Team” or “engineer” refers to registered/licensed Architects and Engineering professionals.

D. The terms “the work and project” refers to the all site investigation, site survey, calculations, testing and design for documents to design and construct the subject project.

E. The term “VA” refers to the Veterans Healthcare System of the Ozarks, Fayetteville AR Campus

F. The COR (Contracting Officer’s Representative) for this project is Cody Sims, E.I. at 479- 313-9582 and cody.sims@va.gov

G. The Contracting Officer for this project is TBD.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)

The Design Offeror or A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.

COST ESTIMATE

A detailed estimate of construction cost (using RS Means or equivalent) and Market Study/Survey shall be provided with each design submission.

DRAWINGS

This project will utilize the latest version AutoCAD. All VA design guides and requirements can be found online at: http://www.cfm.va.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent requirement shall govern.

SITE AND TOPOGRAPHY SURVEY

During the design phase, the site will be surveyed to extent necessary by the A/E. A/E shall procure any services required to adequately assess and remediate deficiencies.

GEOTECHNICAL SURVEY

During the design phase, the site will be surveyed to extent necessary by the A/E. A/E shall procure any services required to adequately assess and remediate deficiencies.

UTILITY SURVEY

During the design phase, the A/E will coordinate with VHSO Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E.

A/E shall procure any services required to adequately test and determine the capacity of the existing utility system.

ASBESTOS ABATEMENT SURVEY

An asbestos abatement survey of the area is required.

FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION

The A/E shall have the design plans and specifications reviewed by a registered Fire Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE’s review comments shall be provided along with each design submittal starting with the 90% Design Development drawings. With the Final 100% Construction Documents submittal, provide a FINAL certification letter from a registered FPE stating that the FINAL plans and specifications are in compliance with the current LSC and NFPA codes.

SEISMIC DESIGN

In accordance with the VA’s manual for Seismic Design Requirements (H-18-8), VHSO Fayetteville AR Campus seismicity is identified as being “Moderate Low” (per Table 4: Spectral Response Accelerations at VA Facilities, pg. 23); therefore, seismic design is NOT required.

COMMISSIONING

The A/E shall incorporate the VA’s commissioning specification into the design and complete set of construction documents as applicable.

GOVERNMENT FURNISHED INFORMATION

The following is a list of government furnished information found on the VA’s Technical Information Library (TIL) website (http://www.cfm.va.gov/TIL/) to be used for this project, as applicable:

HVAC Design Manual for New, Replacement, Addition and Renovation of Existing VA Facilities

PG-18-1 Master Construction Specifications PG-18-3 Design and Construction Procedures PG-18-4 Standard Details and CAD Standards PG-18-10 Design Manuals (by discipline) PG-18-12 Design Guides (graphical, by function) PG-18-15 Minimum Requirements for A/E Submissions

NOTE: Utilize the latest version of guidance at time of design award.

NOTE: The design effort shall not be limited to the documents referenced.

The AE shall utilize and design to all applicable standards on the VA TIL.

A 2.0 Design Deliverables

OBVAMC Design Submissions – Statement of Task:

1. 30% Design Development (DD)

2. 60% Design Development (DD)

3. 90% Design Development (DD)

4. 100% Construction Documents (CD)

NOTE 1: Additional detailed design submission requirements can be found in VA Guide PG-18-15.

NOTE 2: The VA staff shall have a minimum of 16 calendar days to review and coordinate each AE design submissions. If the VA workload does not allow for a thorough review within the 16-calendar day timeframe, the AE shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond 16 calendar days.

1. 30% Design Development: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA staff/end user to develop conceptual and viable design options to meet the intended scope of work.

Develop drawings to be at the largest scale possible and shall show the project layout and other pertinent information necessary to provide information that will carry the design to the next review.

a. Drawings & Specifications: Provide one 30”x42” size E1 set and two unbound 11”x17” size B set of preliminary construction drawings. Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies through email.

b. Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means or equivalent format. Estimate shall include Prime Contractors Overhead, Profit, Bond, and Labor Burden. Estimate shall indicate feasible deductive bid alternates to bring the construction cost within the allotted construction budget. This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy.

c. Design Analysis: Provide a design analysis for each discipline indicating the design rational, thought process and design calculations (including actual field test and test date). Provide a summary of deductive bid alternates. Provide an initial review by the Fire Protection Engineer and their comments on the 25% design documents. Provide a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from the VAMC. Provide one hard copy of the Design Analysis and one electronic copy.

NOTE: The AE shall not proceed with the 60% design without written concurrence from the

VA COR.

2. 60% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 30% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the next 90% submission. AE shall provide a list of questions by discipline on anything that’s needed from the VA to continue and fully develop the next 90% design submission.

Additionally, the AE shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.

a. Drawings & Specifications: Submit in the same manner as the 30% DD submittal.

b. Cost Estimate & Design Analysis: Submit in the same manner as the 30% DD submittal.

c. FPE Certification: Provide review by the Fire Protection Engineer and indicate their comments.

3. 90% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 60% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the final 100% submission. AE shall provide a list of questions by discipline on anything that’s needed from the VA to continue and fully develop the 100% design submission.

Additionally, the AE shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.

a. Drawings & Specifications: Submit in the same manner as the 60% DD submittal.

b. Cost Estimate & Design Analysis: Submit in the same manner as the 60% DD submittal.

c. FPE Certification: Provide review by the Fire Protection Engineer and indicate their comments.

4. 100% Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding.

a. Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL “STAMPS” SHALL BE ON THIS SET OF DOUMENTS. Provide one 30”x42” size E1 set and two unbound 11”x17” size B sets of FINAL construction drawings (one set of the 11”x17” size drawings to be unbound). Provide two set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Provide electronic copies of the entire package (Construction Drawings and Specifications). The drawings shall be as both AutoCAD and scanned individual PDF files per drawing. The specifications shall be in separate Word and separate PDF files for each specification section. Coordinate the naming & numbering of the files with the COR. Also, provide a PDF file for each complete volume of the specifications.

b. Cost Estimate: Submit FINAL cost estimate in the same manner as previous submittal.

c. FPE Certification: Provide a FINAL certification letter from a registered Fire Protection

Engineer stating that the FINAL plans and specifications are in compliance with the current Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes.

Construction Period Services (CPS): AE shall provide full post design services construction period service IAW the Special Provisions of this contract.

PRE-AWARD: CPS’s to include assistance with questions, request for information (RFI’s), meeting conference calls, clarifications and addendums during the construction solicitation phase.

POST-AWARD: CPS’s also include full support through the construction phase to include but not limited to, assisting with questions, clarifications, inspections, reviewing and responding to RFI’s and review/coordination of contract modifications/change orders. Designing and estimating of design omissions.

POST-AWARD SITE VISITS: CPS’s shall also include a minimum of 7 Site Visits during the construction phase of the project. Type and discipline of site visit shall be determined at the time of need by the COR.

ASBUILTS: AE shall also incorporate contractor’s as-built/redline drawings on the latest version of AutoCAD and provide both electronic and hard copy sets. Hard copy sets of as-built drawings shall consist of one 30”x42” size E1 set and two 11”x17” size B sets.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHSO records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their

VHSO contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHSO and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHSO or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity.

Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VHSO. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHSO control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract.

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and VHSO guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHSO policy.

8. The Contractor shall not create or maintain any records containing any non-public VHSO information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHSO owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHSO shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHSO-provided records management training.

The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.