36E77619R0049-0003000.docx

A/E CONTRACT NO.

PROJECT NO. 589-018

5/14/2019

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 05-14-2019 589-018

PCAC

Department of Veterans Affairs Program Contracting Activity Central 6150 Oak Tree Blvd, Suite 300 Independence

OH

44131

PCAC

Department of Veterans Affairs Program Contracting Activity Central 6150 Oak Tree Blvd, Suite 300 Independence

OH

44131 To all Offerors/Bidders

36E77619R0049 05-09-2019

X x x x The Purpose of this Amendment is to 1. increase page limit to 60 pages. 2. Change font to Times New Roman.

3. Selection Critera #6 was removed. 4. Add the below language to the SOW:

"The Contractor shall get approval from the Contracting Officer and the Contracting Officer Representative before any key personnel changes within the Contractor’s Team"

See Continuation pages for FBO description with highlighted changes and SOW with highlighted changes.

Andrea Fink Contracting Officer

CONTINUATION PAGE

PRESOLICITATION NOTICE

THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A REQUEST FOR STANDARD FORM (SF) 330'S ARCHITECT-ENGINEER QUALIFICATION PACKAGES ONLY. ALL INFORMATION NEEDED TO SUBMIT SF 330 DOCUMENTS IS CONTAINED HEREIN. NO SOLICITATION PACKAGE, TECHNICAL INFORMATION, OR BIDDER/PLAN HOLDER LIST WILL BE ISSUED. 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.

1. GENERAL INFORMATION:

The Department of Veterans Affairs, Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) is seeking sources and intends to award a firm-fixed price design contract for Architect-Engineer (A-E) services for the development of complete construction documents, which includes drawings, specifications, reports and construction phase services for project number 589-018, Construct Radiation Therapy Addition project located at the Kansas City VAMC, Kansas City, Missouri.

The A-E Services contract that is anticipated will be procured in accordance with the Selection of Architects and Engineers Statute [formerly known as the Brooks Architect Engineer Act], Federal Acquisition Regulation (FAR) Part 36.6 “Architect-Engineer Services” and VA Acquisition Regulation (VAAR) 836.6. In accordance with FAR 36.209 “Construction Contracts with Architect-Engineer Firms”, no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative.

2. PROJECT INFORMATION

This project is a 100% Set-Aside for Service-Disabled Veteran-Owned Small Business Concerns (SDVOSB). The NAICS Code for this procurement is 541310 “Architectural Services” and the annual small business size standard is $7.5M. This project requires a full design team to complete this project.

The anticipated period of performance for completion of design is 334 calendar days after notice of award. The Estimated Cost of Construction (ECC) is $8,622,967.00.

A-E DESIGN SERVICES SCOPE:

For detailed project information; See Attachment 1 – Scope of Work

Project Services Detailed Requirements:

PART A - PRELIMINARY PLANS AND SPECIAL SERVICES

· Investigative services to include review of VA programming requirements, as-built verification, asbestos survey, code analysis and other existing conditions.

PART I - PREPARATION OF CONTRACT DRAWINGS AND SPECIFICATIONS

Preparation of Schematic Design Documents (35% level)

· Define the design elements based on the selected option and submit all information required by VA Program Guide PG-18-15 (35% Design Development).

· Identify Working Drawings scope within construction budget.

· Identify impact of existing asbestos.

· Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, DER, EPA, NEC, NFPA 101 Life Safety Code.

· Identify all design calculations.

· Identify all existing utilities and utility requirements.

· Identify all potential bid deduct alternatives.

· Identify all phasing requirements for construction to minimize impact on medical center operations.

· Design all finishes, required submittals.

· Deliverables: (1) Executive Narrative (2) Drawings, (3) Specifications Table of Content, (4) Executive Brief, (5) Cost Estimate with cover sheet, (6) Presentation Boards (Artist Rendition and Design Boards).

Preparation of Design Development Documents Phase I (65% level)

· Address all comments from the 35% review.

· Define the design elements based on the selected option and submit all information required by VA Program Guide PG-18-15 (65% Design Development).

· Identify Working Drawings scope within construction budget.

· Finalize impact of existing asbestos.

· Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, DER, EPA, NEC, NFPA 101 Life Safety Code.

· Identify all design calculations.

· Identify all existing utilities and utility requirements.

· Identify all potential bid deduct alternatives.

· Identify all phasing requirements for construction to minimize impact on medical center operations.

· Design all finishes, required submittals.

· Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Present energy modeling and financial impacts using various types of windows for consideration.

· Develop Infection Control Risk Assessment (VA EC-43).

· A/E shall utilize the services of the Network 4 Fire and Safety Consulting firm to conduct a fire and life safety peer review of the project. The A/E shall provide the Project Engineer with a complete copy of the 65% documents for submission to the consulting firm. The designated firm will return comments to both the A/E and the VA Project Engineer prior to the corresponding review meeting.

· Deliverables: (1) Drawings, (2) Specifications, (Cost Estimate with cover sheet, (3) Energy management Packet, (4) Fire Protection Packet, (5) Draft Plans per SOW, (6) Investigation/study reports, (7) Schedule (8) Design Boards.

Preparation of Design Development Documents Phase II (95% level)

· Address all comments from the 65% review.

· Design all finishes, required submittals.

· Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Revise and update cost estimate.

· Preparation of project scope for advertisement and account for any bid deduct alternatives developed in the 95% design submission.

· Finalize all design calculations.

· Finalize all potential bid deduct alternatives.

· Finalize all phasing requirements for construction.

· Finalize Infection Control Risk Assessment (VA EC-43).

· Address all comments from the VISN Safety and Fire Protection Review.

· Deliverables: (1) Drawings, (2) Specifications, (3) Cost Estimate with cover sheet, (4) Final Draft Plans per SOW.

Design Development Submission (100% level)

· Address all comments from the 95% review.

· Design all finishes, required submittals.

· Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process.

· Revise and update cost estimate.

· Preparation of project scope for advertisement and account for any bid deduct alternatives developed in the 95% design submission.

· Finalize all design calculations.

· Finalize all potential bid deduct alternatives.

· Finalize all phasing requirements for construction.

· Finalize Infection Control Risk Assessment (VA EC-43).

· Address all comments from the VISN Safety and Fire Protection Review.

· Deliverables: (1) Drawings, (2) Specifications, (Cost Estimate with cover sheet, (3) Energy management Packet, (4) Fire Protection Packet, (5) Final Plans per SOW, (6) Schedule (8) Presentation Board and Final renderings, (9) Signature Cover Sheet with Project Pens for signing.

Contract Documents (CD) Submission

· Submit a complete document set of all contract requirements. The Cover Page shall be submitted for approval signatures. If necessary, update and submit until approved by the VA.

PART II - CONSTRUCTION PERIOD SERVICES

· Support services during construction to include assistance with reviewing shop drawings, reviewing submittals, answering RFI’s, providing supplemental drawings, and revision sets as needed.

PART III - SITE VISITS

· Performance of various facility visits for information as needed to produce project requirements. Onsite services will occur in all parts of contract services as necessary.

3. A-E SELECTION PROCESS:

Responsive firms submitting SF-330’s in response to this announcement, not later than the closing date and time specified herein and in accordance with submission requirements, will be considered for initial selection evaluation. The selection process will be conducted using a two-phase process. Phase I consists of the initial evaluation of the SF-330’s and subsequent determination of the most highly qualified firms. The most highly qualified firms, not to exceed three (3) or four (4), will be invited to continue with phase two of the process. All firms not selected to continue to phase two will be notified at this time. Phase two consists of Interview Presentations for the firms and selection of the top ranked firm to receive the solicitation and conduct negotiations. The firms selected for Interview Presentations will be notified by email of selection and provided further instructions and the evaluation criteria requirements. After the Interview Presentations are concluded the firms will be evaluated and the top-ranked firm will be selected, sent the solicitation, and subsequent negotiations to follow. A site visit will be authorized for the highest rated firm during the negotiation process. Award selection will be made based on the results of the Interview Presentations and successful negotiation of rates for the project, and not the SF-330 qualifications from Phase I. If negotiations are not successful with the highest rated firm, they will continue with the next highest rated firm, and so on until award can be made.

4. SELECTION CRITERIA:

Phase I: Firms responding to this notice will be evaluated and ranked using the selection criteria listed below. The factors are listed in descending order of importance. The technical evaluation will consider how each factor is addressed and how it is formatted in order to coincide with the selection criteria. The evaluation factors listed below shall be addressed in Part H of the SF-330.

1) Professional qualifications necessary for satisfactory performance of required service and working together as a team (in-house and/or consultants). (The firm and A-E on staff representing the project or signing drawings in each discipline must be licensed to practice in one of the US states. Provide Professional License numbers and/or proof of Licensure.)

2) Specialized experience and technical competence in the type of work required, including, where appropriate, experience working in an asbestos environment, experience in hazardous abatement of materials, experience in energy conservation, pollution prevention, waste reduction and the use of recovered materials. Include Government and private experience on project similar in size, scope and complexity and experience with project phasing in order to maintain hospital operations during construction.

3) Capacity to accomplish work in the required time. (Provide firms experience with similar size projects and available capacity of key disciplines.)

4) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. (Government Past Performance Information Systems may be accessed. Evaluating past performance and experience may include information provided by the firm, customer inquiries, Government databases, and publicly available sources. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member actually performing the work under this contract.)

5) Location in general geographical area of the project and knowledge of the locality of the project. The area of consideration for offers is a 400-mile radius between offeror principal business location and the Kansas City VA Medical Center, Kansas City Missouri 64128. Offers outside the 400-mile radius will not be considered. (Determination of mileage eligibility will be based on Google Maps (https://www.google.com/maps/dir/).

Phase II: The short-listed firms will be invited to present their qualifications in person to the Evaluation Board in the form of Interview Presentations. The Interview Presentation instructions and criteria will be provided to these firms at the time they short listed. Each short-listed firm will be evaluated based on their responses to the evaluation criteria during their Interview Presentation.

5. SUBMISSION CRITERIA/REQUIREMENTS:

The below information contains the instructions and format for that shall be followed for the submission of the SF-330 Statement of Qualifications:

· Submit ONE (1) SF-330 Statement of Qualifications via email to the Contracting Specialist John Fancella at john.fancella@va.gov. This shall include SF-330 Parts I and II and any applicable attachments.

· The SF-330 submission is due by 5:00 PM ET ON June 07, 2019.

· The SF-330 shall be submitted in one email and have a file size shall be no larger than 5 MB. No hard copies will be accepted.

· The subject line of the email shall read: “SF-330 Submission; 36E776-19-AP-0075 – Kansas City “Design for Radiation Therapy Addition.”

· The submission must include the SF-330, Architect/Engineer Qualifications (form is available on-line at http://www.cfm.va.gov/contract/ae.asp).

· The page limitation of the SF-330 shall not exceed a total of 60 pages. This includes title page, table of contents, and any other relevant information. Each page shall be in Times New Roman size 12 font, single spaced. Part II of the SF-330 Form will not count as part of the page limitations.

· All SF-330 submissions must include the following information either on the SF 330 or by accompanying document:

1) Cage Code; 2) Dun & Bradstreet Number; 3) Tax ID Number; 4) The E-mail address and Phone number of the Primary Point of Contact; 5) A copy of the firms Vet Biz Registry.

· All questions shall be submitted to john.fancella@va.gov

· NOTE: Only submissions from SDVOSB concerns will be acceptable for this project. For an SDVOSB to be considered as a proposed contractor, the firm must be verified and visible by VET Biz (www.vetbiz.gov) and registered in the System for Award Management (SAM) database (www.sam.gov) at time of submission of their qualifications. Failure of a proposed SDVOSB to be verified by the CVE at the time the SF-330 is submitted shall result in elimination from consideration as a proposed contractor.

· All Joint Ventures must be CVE verified at time of submission and submit agreements that comply with 13CFR 125.15 prior to contract award.

· SF-330 submissions received after the date and time specified will not be considered. Late proposal rules per FAR 15.208 will be followed for late submittals. Firms not providing the required information may not be evaluated. All information must be included in the SF-330 submission package.

· It is the offeror’s responsibility to check the Federal Business Opportunities website at: www.fbo.gov for any revisions to this announcement prior to submission of SF-330s.

SUPPLEMENT B

Project SCOPE OF WORK:

1. Architect-Engineer(A/E) services are required for Pre-Design activities, preparation of Schematic Design, Design Development Documents, Construction Documents, Cost Estimates, and As-Built drawings for:

Request for Proposal (RFP) for 100% For Construction Documents and Specifications for:

589-018, Construct Radiation Therapy Addition Design Timeframe:

A/E shall deliver final construction documents No Later Than (NLT) 11 months after the Award/Notice to Proceed Letter.

Construction Budget/Design Limitation:

$8,622,967 total USD. A/E will also be required to incorporate bid items into the bid documents that will allow for a 10% budget reduction.

2. General Description:

a. This project shall build a 11,601 square foot addition and renovate 300 square feet of space to construct an ambulatory radiation therapy addition to the main campus of the Kansas City VA medical center.

b. The new addition shall provide space for a new linear accelerator, a new CT simulator and clinical space for the staff of the radiation therapy clinic.

c. The new space shall be adjacent to the northwest side of Building 26. This facility will be utilized as the main ambulatory radiation therapy clinic for the Kansas City area.

d. The design of this project shall include building a vault on the ground level to enclose a new linear accelerator and shall accommodate future vertical expansion.

e. The design of the ground level shall be able to support future expansion, specifically layout and infrastructure for planned phase II, to build five additional floors.

f.

g. The design space for the new linear accelerator and a new CT simulator shall include utilities and other installation requirements for the equipment to be installed in accordance to the manufacturer’s specifications.

h. The design shall incorporate a future expansion capability, horizontally or vertically, to build another vault adjacent to the existing vault.

i. Space shall to be allotted to accommodate the future construction of an additional vault without impeding existing radiation therapy services.

j. The second vault space shall be planned as storage space adjacent to the control room or a building cutout for future construction.

k. The A/E shall provide a 3rd party consultant, board certified in the field of Therapeutic Radiological Physics, to develop a radiation shielding design.

l. Structural shielding design report must conform to National Council on Radiation Protection (NCRP) Report No. 151 or current document.

m. The designs for this project shall be compliant with all regulatory standards and recommendations from the Nuclear Regulatory Commission (NRC), Environmental Protection Agency (EPA), Food and Drug Administration (FDA), Occupational Safety and Health Administration (OSHA), National Health Physics Program (NHPP) and the National Council on Radiation Protection (NCRP).

n. The contractor shall provide standard finishes identified by the Kansas City VA Interior Design and shall match existing finishes of the facility.

o. The exterior of the building shall be aesthetically pleasing, using windows as an asset to add to the aesthetics.

p. The ambulatory radiation therapy clinic shall be located on the ground level and shall have a main entrance to the building from the parking area.

q. The main entrance to the radiation therapy clinic shall have a patient drop off/pickup circle with a canopy large enough to covering the drop off/pickup area.

r. Shall maintain the VA medical center physical security requirements refenced in the Technical Information Library (TIL) at the following website: http://www.cfm.va.gov/TIL/

s. The A/E shall complete a Pre-Construction Risk Assessment to determine the requirements for Infection Control, Interim Life Safety Measures, Occupational Safety and Health, patient safety, public safety, security controls for physical and logical access, and environmental controls and limitations on vibrations, noise, the shielding calculation report for the vault (generated by an outside independent physicist), and disruptions to operations and utilities.

t. The results of these assessments shall be included in documentation submitted by the A-E pursuant to, and inclusive of, the Construction Documents.

u. In addition, an Uninterruptible Power Supply (UPS) redundant system will be required for the radiation therapy clinic.

v. The intent of the UPS Plant is to consolidate (3) 100 kVA and (3) 50 kVA existing stand-alone (radial) UPS modules, along with including additional capacity for future load growth, to supply existing and foreseeable UPS loads for Building 1 and Building 26 of the KCVAMC.

w. The UPS plant shall be parallel, redundant, and comprised of a minimum of (2) double-conversion online UPS modules (UPS A and UPS B) with internal maintenance bypass.

x. The UPS modules shall have synchronized outputs and wet-cell battery strings.

y. The location of the UPS plant and battery rooms shall be placed as centrally as possible between both Building 1 and Building 26.

z. The contractor shall provide fully redundant feeders for each UPS module, (1) feeder supplied from emergency power from Building 1, and (1) feeder supplied from emergency power from Building 26.

aa. The UPS input feeders shall be selectable from an external static transfer switch (STS), (1) STS for each UPS module (STS A and STS B).

ab. The STSs shall have an internal maintenance bypass. Each UPS shall supply (1) power distribution panelboard (UPS-DP-A and UPS-DP-B) with provisions for a minimum of (4) 3P feeder circuit breakers.

ac. Shall provide (2) STSs (STS-101 and STS-102) for UPS output power distribution.

ad. Shall provide (1) fully redundant feeder from each UPS-DP (UPS-DP-A and UPS-DP-B) to each STS (STS-101 and STS-102).

ae. Each STS (STS-101 and STS-102) shall provide power to (1) power distribution panelboard (STS-DP-101 and STS-DP-102) with provisions for a minimum of (6) 3P feeder circuit breakers each.

af. Each STS-DP (STS-DP-101 and STS-DP-102) shall supply power to (3) of the existing UPS load circuits.

ag. Shall locate the STSs and power distribution panelboards within the new UPS room.

3. Energy Usage:

The A/E shall design using the VA Sustainable Design Guide and Energy Star targets to reduce projected energy costs by 30 percent from the minimum standard set by ASHRAE 90.1-2013. This standard provides minimum energy-efficient requirements for the design, construction, and a plan for operation and maintenance of; new buildings and their systems, new portions of buildings and their systems, new systems and equipment in existing buildings, and new equipment or building systems specifically identified in the standard that are part of industrial or manufacturing processes.

4. Water Usage:

The design shall contribute to the Decrease Water Usage goal of 2% annually using low volume urinals, reduced flow faucets, and low volume toilets.

5. Sustainable Design:

Follow VA Program Guide PG-18-15 Volume C, LEED-EB OR LEED-NC, commissioning, and other applicable guidelines to design the project to meet goals of patient safety, patient and staff comfort, workflow efficiency, and energy efficiency.

The design will meet LEED Silver criteria; however the project will not be certified.

6. Accessible Design The design will shall be designed to ensure access to the handicapped and disabled. All facilities which are open to the public, to limited segments of the public, visited by the public in the conduct of normal business, or those which hire or have the capacity to hire civilian personnel, shall be designed and constructed to be accessible to the handicapped. Design and construction must comply with Architectural Barriers Act Accessibility Standard (ABAAS) for Federal Facilities and PG-18-13 VA Barrier Free Design Standard, whichever is most stringent.

7. Infection Control The design will clearly define and meet “Infection Control Barrier” criteria. The design shall be in accordance with the AIA Guidelines for Design and Construction of Hospital and Health Care Facilities and address; the impact of demolition, renovation including walls and ceiling, electrical, mechanical, equipment and equipment support installation, and new construction.

8. HIPAA

The design will accommodate compliance with current HIPAA requirements.

9. Complete and Functional:

The design will document a complete and functional project for the intended use. Provide any additional design criteria necessary for project development (supporting calculations, equipment guide list, Design and Construction Procedures, design manuals, signage design, etc.).

10. Integrated Project Team (IPT):

The A/E shall consult with the VA Integrated Project Team (IPT) in development of design and construction documents. The IPT, the A/E shall determine design choices based on incorporating commercial and/or VA standards into the design. The VA Memorandum of Agreement, the approved SEPS Program for Design program, and Statement of Work will identify design parameters for preparing the documents.

Each project development phase deliverable meeting is an interactive process with the IPT and the A/E firm meeting formally and informally at the KC VAMC to discuss the project design and related issues.

The Architectural Engineering firm shall predicate each Design Phase (Pre-Design, Schematic Design, Design Development, and Construction Documents) on the final IPT approved documents of the preceding phase.

The Contractor shall get approval from the Contracting Officer and the Contracting Officer Representative before any key personnel changes within the Contractor’s Team.

A/E Services Requested

11. Surveying:

Services are required.

12. Geotechnical Testing and Reporting:

Services are required.

13. Civil Engineering Services are required.

14. Architect Surveying services are required.

15. Certified Industrial Hygienist Services are required.

16. Interior Design Services are required.

17. Mechanical Engineering Services are required.

18. Electrical Engineering Services are required.

19. Plumbing Engineering Services are required.

20. Fire Protection Engineering Services are required.

21. Physicist Services are required.

22. Physical Security specialist Services are required.

23. Life Safety Consultant Services are required.

24. Safe Patient Handling and Mobility Facility Coordinator Services are required.

DESIGN FUNDING LIMITATION

25. In accordance with 52.236-22, Design within Funding Limitation (APR 1984), the estimated construction contract price for this project is $8,622,967, including any contingency.

26. Project funding limitations are inclusive of all design service expenditures, surveys, testing, reports, construction and any modifications to design and construction contracts.

27. The A/E shall consider the project location, complexity, anticipated pool of bidders, solicitation schedule, and other unique project requirements that affect the project budget when assembling Cost Estimates.

28. The A/E shall immediately notify the Contracting Officer, in writing, if established cost limitations appear to be inadequate to accomplish the project scope.

29. The A/E is liable for redesign and other damages to the government for failing to meet funding limitations.

30. The A/E will use the categories, values, and costs contained in the contracted proposal for design to prepare a Schedule of Values for use in calculating progress and to value interim payments during the life of this task order amendment.

Architect-Engineer responsibilities

31. A/E Authority:

The Government is the sole authority for interpretation of Construction Documents and Specifications and enforcement of the Construction Contract. The A/E may not make changes to the construction contract documents or direct the contractor to alter the work by meeting minutes, directive, request for information, shop drawing submittals, or other communication unless directed in writing by the Contracting Officer.

32. Completeness of Documents and Coordination of Disciplines:

Designs, drawings and specifications must accurately describe a complete stand-alone project that can be activated according to its intended function upon completion. The A/E shall be responsible for the professional quality, technical accuracy and coordination of the project design, including the project drawings and specifications, and other services furnished under the A/E contract. The documents must be technically accurate in every respect and fully coordinated and constructible among all A/E disciplines. Systems must be engineered and coordinated to perform optimally within the existing campus infrastructure. Documents must be adequately and correctly detailed for accurate bidding and construction. The A/E shall, without additional compensation, correct or revise errors or deficiencies in the project design, including the project drawings and specifications, and other services furnished under the A/E contract.

Design errors or omissions, which result in damages or extra cost to the Government, will be evaluated for potential A/E financial liability. If the Government determines that the A/E is financially liable for a design deficiency, the A/E will be so advised by official correspondence. The Department of Veterans Affairs actively pursues reimbursement of costs incurred by the Government because of the A/E’s errors and/or negligent performance. The preferred method of settlement of A/E financial liability is for the A/E to negotiate directly with the Contractor. Where the A/E cannot reach an agreement with the Construction Contractor or if the A/E declines to negotiate, The Department of Veterans Affairs will arrange settlement directly with the Contractor and will bill the A/E.

33. Deductive Alternates:

In accordance with VHA Handbook 1002.02 and “Updated Construction Guidance and Expectations” Memorandum dated September 12, 2016, the A/E will identify and document a minimum of 10% deductive alternates. In no case shall the total construction cost estimate exceed the approved budget and the base cost will be adjusted accordingly.

Each alternate must be designed as a complete stand-alone project and fully coordinate all building systems.

Documentation of alternates must be executed in such a way that subsequent alteration of “Solicitation for Construction Proposal Documents” in the creation of “For Construction Documents” does not alter the Construction Contract.

34. Architect-Engineer (A/E) Fee Limitations:

A/E fees will be structured and in accordance with FAR 15.903(d)(1)(ii) and VAAR 836.606-73. Services requested shall not exceed fee limitations.

35. The A/E shall produce all documents, including drawings, specifications, calculations, and estimates in accordance with licensed professional architectural/engineering practices, VA Design Criteria and this document and associated attachments. Documents submitted shall meet or exceed the requirements of this document.

36. Each architectural and engineering discipline shall have a copy of their respective VA design manual, National CAD Standard (NCS), VA Design Details, Design and Construction Procedures, and VHA National CAD Application Guide. The A/E is responsible for obtaining and distributing all material to consultants.

37. The A/E will coordinate all project activities through the Contracting Officer’s Representative (COR) and the Contracting Officer (CO). With mutual consent of the COR and the Contracting Officer, the A/E will hold meetings at KC VAMC with the COR and the Integrated Project Team (IPT) to discuss the design and related issues and will continue to continue to develop design and address needs and concerns via rough sketch studies, and other means of communication such as email and telephone, with the purpose of finalizing a specific design.

38. 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 shall 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. Meeting agenda must include:

· The project name and VA project number.

· The date and time of the meeting.

· The location of the meeting.

· 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 Government VANTS teleconferencing system. The A/E may not include cost of teleconferencing in their proposal for either Part I or Part II services.

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

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:

· The project name and VA project number.

· The date of the meeting.

· The date of issue for the Meeting Minutes.

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

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

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

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

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, visualize the design areas using Revit 3D realistic virtual walkthrough animation, 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 KC VAMC. The A/E is to provide any needed audio-visual equipment needed for presentation. KC VAMC 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.

39. A/E Coordination Meetings:

Conduct coordination meetings internal to the A/E team between all technical disciplines before submitting material for each milestone. Review and provide minutes of these internal meetings to the COR. Meeting minutes shall be distributed to the COR via email within three (3) business days.

40. Construction Proposal Evaluation:

During the Construction Proposal evaluation (both Cost Evaluation and Technical Evaluation), the A/E shall not serve on the KC VAMC Evaluation Board. However, at the direction of the Contracting Officer, the A/E shall provide information to the board for use in its evaluation process, assist in review of submissions for adherence to the Construction Documents to the extent determined on a project specific process, and prepare and issue amendments to potential offerors during the Bid process.

41. Electronic File Management:

The A/E will maintain, manage and utilize a secure electronic file management system for archiving and transmitting project related documents, files, drawings and specification to the KC VAMC through award of construction contract. Provide access to the KC VAMC Contracting Officer and the COR or other KC VAMC representative as directed by the Contracting Officer. All interim work product, deliverables and will remain active on the system for the duration of the A/E contract. The A/E’s system will be reviewed by Office of Information and Technology (OIT) in accordance with VA Directive 6500 to evaluate and identify security risks prior to approval for use by KC VAMC. The A/E proposal shall include a description of the proposed electronic file management system. Systems for A/E’s consideration may include:

· Submittal Exchange

· Newforma

· Primavera

· Procore

· MySmartPlans

· A/E Hosted FTP Site

The A/E is not responsible for hosting project related documents generated after award of the construction contract. The successful contractor will assume responsibility of electronic file management during construction period services for electronic file hosting.

42. Miscellaneous:

a. The A/E shall investigate the impact of infection control and maintaining hospital mitigation of air quality requirements, vibration, and noise pollution.

b. Develop and submit a design that is clearly defined, meets the “Infection Control Barrier” criteria, and the overall solution for the primary areas of the construction project using marked-up plans. The design shall be in accordance with the AIA Guidelines for Design and Construction of Hospital and Health Care Facilities and address; the impact of demolition, renovation including walls and ceiling, electrical, mechanical, equipment and equipment support installation, and new construction.

c. The A/E shall design an energy/water efficient project that is life cycle cost effective for new and/or renovated space. The A/E shall be familiar with all Government energy policies and directives.

d. The A/E shall use and implement the Sustainable Design & Energy Reduction manual for each design. The A/E shall design to LEED Silver/Silver equivalency. The A/E shall optimize the energy performance by establishing a whole building performance target; designing to earn Energy Star targets and reducing the energy cost budget by 30 percent from ASHRAE, Standard 90.1-2013.

43. Promotion of Full and Open Competition:

a. A/E agrees to assure specifications are not restrictive. Specifications will be performance based when possible. Kansas City VAMC Master Specs when available. VA Master Specs will be used for all others.

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

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

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

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

d. d. 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.

QUALITY ASSURANCE/QUALITY CONTROL (QA/QC):

In an effort to reduce construction change orders due to design errors and omissions, the Office of Facilities Management has initiated a Quality Assurance/Quality Control program. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Use of industry recognized systems for quality control such as RediCheck is encouraged. The requirements are as follows:

44. With the Fee Proposal:

The A/E shall provide an outline of the quality control program that will be used during the design process, along with its associated fee.

45. Two (2) Weeks after the NTP (Contract Award):

The A/E shall submit a detailed QA/QC Plan, describing each step that will be taken during the development of the various phases of design.

46. Qualified Reviewer:

Qualified persons other than those preparing the documents shall make reviews. Each step shall have an appropriate space where a senior member of the firm can initial and date when the action has been completed.

47. With the 100% Submittal:

The A/E shall submit the completed QA/QC Plan, along with the electronic copies of all latest marked-up documents (drawings, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

48. At each review phase, the KC VAMC’s COR, technical reviewer, a value-engineering consultant, or a construction manager will perform a value engineering review.

Architect-Engineer Work Results

49. Refer to VA PG-18-15 Minimum Requirements for A/E Submissions for detailed submission requirements not specified or specifically excluded in this Supplement B.

50. Pre-Design:

Pre-Design is included in the A/E’s basic services.

a. Geotechnical Site Investigation and Reports

b. Site Survey

c. Building Survey

d. Staff Interviews

e. Preliminary Program for Design

f. Existing Conditions Documentation

51. Schematic Design:

Schematic Design is included in the A/E’s basic services. Refer to VA PG-18-15 Minimum Requirements for A/E Submissions for detailed submission requirements not specified below.

a. The A/E shall prepare a manual of compiled Basis of Design product cut sheets for review. Organize the manual according to product MasterFormat 2004 (MF04) categories. Identify locations where products will be used on relevant plans, elevations and/or sections.

b. The A/E shall prepare and present a minimum of three (3) schematic design options demonstrating distinct approaches meeting the projects objectives and functional programmatic requirements for review by the Integrated Project Team (IPT).

c. The A/E shall provide narrative descriptions of building structural, mechanical, electrical and plumbing systems describing the benefits and limitations of each system.

d. The A/E shall provide options for phasing work illustrated in the schematic design options. Phasing plans shall include both the area of construction as well as adjacent areas affected by construction, changes to circulation, pedestrian access, traffic flow and infrastructure.

e. The A/E shall provide a detailed building program of building gross and net areas based on BOMA area measurement standards.

f. The A/E shall provide a preliminary life safety approach.

52. Design Development:

Design Development is included in the A/E’s basic services. Refer to VA PG-18-15 Minimum Requirements for A/E Submissions for detailed submission requirements not specified below.

a. The A/E shall meet with the Contracting Officer’s Representative regularly for project progress reviews. Reviews will be held at the KC VAMC.

b. Project Phasing and Construction Sequencing:

During the design development phase, the A/E will work with the KC VAMC to develop and document proposed phasing and sequencing of the work. Planning shall be comprehensive and include areas and impacts outside the immediate project boundaries. The A/E shall investigate and plan for the impact of infection control and maintaining hospital mitigation of air quality requirements, vibration, and noise pollution and interim life safety.

53. Construction Documents:

Construction Documents are included in the A/E’s basic services. Refer to VA PG-18-15 Minimum Requirements for A/E Submissions for detailed submission requirements not specified below.

a. The A/E shall meet with the Contracting Officer’s Representative regularly for project progress reviews. Reviews will be held at the KC VAMC.

b. Drawings and specifications will be titled “Construction Documents (95% Review – Not for Construction)”

54. Solicitation for Construction Proposal Documents Solicitation for Construction Proposal Documents are included in the A/E’s basic services. Refer to VA PG-18-15 Minimum Requirements for A/E Submissions for detailed submission requirements not specified below.

a. Drawings:

b. Specifications:

55. Bidding and Negotiation:

Bidding and Negotiation activities are included in the A/E’s basic services.

56. For Construction Documents:

For Construction Documents are included in the A/E’s basic services.

57. Construction Period Services:

For Construction Period Services are included in the A/E’s basic services.

a. Submittal Review and Approval

b. Request for Information

c. Contract Modifications

d. Punch List

e. Project Closeout

f. As-Built Drawings A/E firm shall provide a clause in the specifications indicating the method by which a contractor will provide information to the A/E allowing the A/E to provide as-built drawings upon completion of construction. As-built drawings shall not only cover work involved in the construction but shall also cover existing adjacent areas as defined within the scope of the preliminary survey.

· Contractors and architect shall use all needed drawing from the VA drawing files for design. Rather than continuing to add new drawings to our filing system however, the VA requires that new drawing be incorporated into this base set of drawings. The contractors and architects will accomplish this by taking the base drawings (See the Engineering Department for a complete listing) and adding their changes to these drawings.

· If the drawings already exist on AutoCAD then the contractor/architect will modify the base drawing and add their changes to the drawings such that only one drawing will result. If the existing drawings DO NOT exist already on AutoCAD then the Contractor will put their drawings on Revit 2017.1 so as to match up with paper drawings.

· Revit changes shall place all different disciplines on the separate layer and be to same scale. Layers shall match the existing layers on the particular AutoCAD drawing used. If there is no AutoCAD drawing, then layers shall match those used on the drawings.

58. Commissioning Commissioning of design and construction of both new and renovated space is not required.

59. Additional Services:

a. If additional services are necessary by consultants, submit criteria for the work to be performed to the Kansas City VA Medical Center (KC VAMC) Contracting Officer as soon as possible. Upon review and approval of the criteria, submit proposals and qualifications of at least three qualified firms being considered for the work in accordance with the contract procedures of the contract, together with a proposal from the recommended firm and a brief justification for its selection, for KC VAMC approval. A/E shall submit survey information for the Schematic Review.

· Surveys

· Utility Location

· Soil Borings

· Asbestos Surveys

· Water Flow Testing

· Lead Surveys

60. Special Instructions:

a. This project will be coordinated with other ongoing/in-process projects and their security components in order to eliminate duplication of effort and provide an overall cohesive, efficient, comprehensive security program. Duplication of effort or project cross contamination of effort is not authorized.

b. This project will not address structural issues such as building hardening, or progressive collapse. It will primarily deal standoff distances, etc. and those issues outlined above.

CERTIFIED INDUSTRIAL HYGIENE SERVICES:

61. Certified Industrial Hygiene (C.I.H.) Tasks for the work scope described in Section 1 SCOPE OF WORK above for Asbestos, Lead and/or Mold Abatement are not included in this work order amendment.

62. Architect/Engineer: Determine if asbestos, lead paint and/or mold is present. If found, design a method for abating all asbestos, lead paint and/or mold within the construction limits of this project.

63. Determine locations of asbestos and/or lead presence and or contamination, working with the C.I.H. to uncover and assess all areas.

64. For mold, determine entry point of water infiltration and water and moisture damage.